- Field rep
- Area manager
- Zonal head
- Head office
- Finance
- Admin
- Speaker
- Venue partner
Where field teams and finance
approve meetings together.
Roundtable is the meeting and approvals workspace for companies that run hundreds of on-ground events a quarter. Plan the meeting, route it through your reporting line, book the venue, release the money and close the books, in one place.
- Live in about two weeks
- Your roster imported for you
- Works on any phone
Good morning, Aditi
Cardio division · this quarter
Meetings
0
To approve
0
Budget used
0%
Avg. approval
0.0h
Needs you today
Approve RTM-1042
Karan Bhatia · ₹1.84L
Release advance RTM-1044
Venue deposit · ₹46,200
Review change on RTM-1028
Venue moved to Hotel Aurum
Spend by category
Opened RTM-1042
Karan Bhatia · ₹1.84L · Pune
Overview. Every meeting, approval and rupee across the org, live.
Built for companies whose field teams meet customers every week
- PharmaceuticalsCME evenings
- Medical devicesProduct demos
- DiagnosticsLab partner meets
- Hospitals & clinicsClinician round tables
- Consumer healthPharmacy counters
- InsuranceAgent conclaves
- Agri inputsFarmer meets
- FMCG field salesRetailer launches
- Dealer & channelDealer conferences
Why Roundtable
Field meetings are simple. The paperwork around them isn't.
A single doctor round table can touch six people, four vendors and a dozen documents. Here is what changes when all of it has one home.
Arrive as WhatsApp messages and Excel attachments
WhatsApp · ExcelOne structured request, budget checked as it's typed
RTM-1042 · ₹1.84LStall in someone's inbox for days, nobody knows where
3.2 days avg.Route up your org chart with reminders and a visible queue
Approved in 9hBooked over the phone, quotes never reach Finance
Phone callsSourced by our concierge or by you, quotes on the meeting
3 quotes attachedAdvances go out before PAN, cheque or agreement is on file
No proofMoney moves only when the required documents are in
4 of 4 docs · ReleasedA hunt for bills, photos and attendance sheets
Shared drivesEvery rupee, file and decision on one record, exportable
Exported to ExcelProduct tour
One meeting, from idea to closed books.
Follow RTM-1042, a cardiology round table in Pune, through every step your team takes today over email, spreadsheets and phone calls.
Rohit drafts the meeting
A field rep drafts the meeting from their phone or laptop, picks who arranges the venue, and submits. Budget is checked as they type.
New meeting
Rohit Shah · Field rep · Baner, Pune
Topic
Heart failure update with cardiologists
Date
Tue, 14 Oct
City
Pune
Guests
22 doctors
Speaker
Dr. A. Kulkarni
Advance required
₹46,200
Who arranges the venue?
Eknos concierge
We book it
Own arrangements
You book it
Sent to Karan Bhatia
Area manager · notified on phone and email
New meeting
✓ Sent to KaranMeeting details
Pending SLMRohit Shah
FLM · Baner, Pune · reports to Karan Bhatia
Topic
Heart failure update with cardiologists
Date & time
Tue, 14 Oct · 7:30 pm
City
Pune
Expected attendees
22 doctors
Speaker
Dr. A. Kulkarni
Advance required
₹46,200 · 50% of venue, paid to venue
Venue & arrangements
Will route to
→→→Area · Zone · Head office · FinanceBudget check · Pune HQ
✓ Within the per-doctor limit
Cost breakup
Step 1 of 5 · Plan
What's inside
Everything a meeting needs, nothing it doesn't.
Six modules that share one record. Switch on what you need; the rest stays out of the way.
Meeting planning
Structured requests with topic, audience, speaker, venue and a line-by-line cost breakup. Drafts are visible to the manager above, who can edit before it goes up.
RTM-1042 · Pune
Heart failure update with cardiologists
Doctors
22
Date
14 Oct, 7:30 pm
Speaker
Dr. Kulkarni
₹3.1L used · this meeting ₹1.84L · ₹2.4L left
Karan edited the draft
Dinner moved to 8 pm so OPD doctors can attend.
v2 · 2 min ago
Approval routing
From field rep to area manager, zonal head and head office, built from your real reporting lines. Send back with a reason, request a change, or approve in one tap.
- ✓ Approved
Rohit Shah
Field rep · created
- ✓ Approved
Karan Bhatia
Area manager
- Reviewing
Anita Desai
Zonal head
- Next
Aditi Rao
Head office
Finance control
Advance and final payments per payee: venue, vendor or manager. Released only when the required documents are in.
Release gate · 3 of 4
Documents & proof
Invoices, PAN, cheques, attendance and photos, filed against the meeting they belong to. Nothing lost in shared drives.
- PDFVenue invoice112 KB
- JPGAttendance sheet1.4 MB
- PDFSpeaker agreement64 KB
- Honorarium receiptRequired
Attendee sign-up links
Put a QR on the table. Doctors register themselves with the fields you choose, and the attendance sheet fills itself in.
Scan to join
RTM-1042 · Pune
Live sign-ups
24 / 22- just now
Dr. R. Mehta
Cardiologist
- 1m
Dr. S. Pillai
Physician
- 3m
Dr. K. Joshi
Intensivist
Analytics and reports
Spend by territory, division and category. Approval turnaround by manager. Meetings per rep. Export any view to Excel for your month-end pack.
Meetings held, last 12 months
926
▲ 38% YoYAvg. approval time
9.4 h
▼ from 3.2 days
Cost per doctor reached
₹6,820
▼ 12% vs last year
Meetings closed on time
94%
▲ 21 pts
Venues & arrangements
We can book it for you. Or you can bring your own.
Every meeting picks its path when it's created. Mix both across your teams: metro meetings through our concierge, small-town ones with the local hotel your rep already knows.
Request a venue. We do the rest.
Tell us the city, date, headcount and budget per cover. Our team sources options, negotiates, and posts quotes straight into the meeting for your approvers.
- 1
Raise the request
City, date, guests, room style, food, AV, budget per cover.
- 2
Compare quotes
Typically two to three options, with photos, inclusions and cancellation terms.
- 3
Approve and confirm
Your approvers pick one. We confirm the booking and attach the invoice and venue paperwork.
- 4
On the day
Catering, AV, standees and printed material arranged and checked.
Already have a venue? Use it.
Your rep enters the venue and vendors they've lined up. Roundtable still handles the approvals, the document checks and the payments, so control doesn't depend on who booked.
Pay the venue directly
Hospital or hotel invoice, with PAN and cancelled cheque on file
Pay a third-party vendor
Caterer, AV company, speaker honorarium
Reimburse the manager
Rep pays on the spot, uploads bills, gets reimbursed
Your policy, enforced
Admins choose which payee types are allowed and which documents each one needs before an advance or final payment can be released.
Finance
Money moves when the proof is in.
Finance sees one queue across every division: what's approved, what's waiting on a document, and what's been paid, with the bank reference.
Finance · Payment queue
Export to ExcelTo release
₹3,42,900
Settled this month
₹18.6L
Awaiting bills
4
Hotel Seabreeze
Advance 50%
Dr. M. Saxena
Honorarium
Lakeview Banquets
Final
Sana Qureshi
Reimbursement
Money up front, so the meeting can actually happen.
Venues want a deposit. Reps shouldn't fund it themselves. Request an advance with the meeting, approve it in the same chain, and Finance releases it before the date.
- Advance and final, tracked separately
- Pay the venue or the organiser
- Proof and bank reference saved
- Optional, amount set per meeting
- 1
While planning
Ask for an advance
Tick “Advance required” and set the amount, say 50% of the venue.
₹46,200 requested - 2
On approval
Approved with the meeting
It rides the same approval chain. No separate form or email.
Approved - 3
Days before
Released with proof
Finance pays the venue or the rep and saves the bank reference.
₹46,200 paid - 4
After the meeting
Balance settled
The final payment clears what's left, against the invoice and bills.
₹1,33,200 final
Payment alerts
Reps, managers and Finance are notified the moment an advance or final payment is released.
Document gates per payee
Venue needs invoice + PAN + cheque. Honorarium needs receipt. You decide, the system blocks release until it's there.
Reconciliation flag
Allow manager reimbursements to clear with missing bills if you choose, flagged for reconciliation instead of lost.
Budgets by territory
Quarterly budgets per HQ and division. Requests show what's left before they're submitted.
Your org, mirrored
Approvals follow your reporting line.
Import your roster once. Roundtable builds the approval chain from who reports to whom, across as many divisions as you run.
Multiple divisions
One org, separate teams and budgets. Leaders can span several.
Role-based access
Reps, managers, head office, finance, admin, read-only viewers.
Edit before submit
Managers can correct a draft before it enters the chain.
Change requests
Approved meetings can be amended with a tracked request.
Organization
Cardio division Approval route for RTM-1042Aditi Rao
Head Office
Anita Desai
TLM · West
Karan Bhatia
SLM · Pune
Neha Iyer
SLM · Kochi
Rohit Shah
FLM · Baner
Meera Kale
FLM · Hadapsar
Vikram Joshi
FLM · Kakkanad
Sana Qureshi
FLM · Aluva
In the field
Approve from the car park.
Reps and managers live on their phones. Everything they do in Roundtable, from raising a meeting to approving one, takes a tap or two.
Installs like an app
Add to home screen on Android or iPhone. No app store, no IT ticket.
Sign in without passwords
Google sign-in or a passkey with Face ID and fingerprint.
Nudged at the right time
The next approver is notified the moment it's their turn.
Upload proof on the spot
Photos, bills and attendance straight from the phone camera.
Included in every plan
And the details that make it stick.
The small things your admins, finance team and auditors will thank you for.
Control & audit
For finance, compliance and auditors.
Version history
Every edit on a meeting: who, when and what changed.
Activity log
Org-wide feed of approvals, payments and sign-ins.
Excel export
Meetings, payments and attendees, ready for month-end.
Payee rules
Allowed payee types and required documents per org.
People & access
For admins who run the roster.
Bulk roster import
Upload your people sheet, reporting lines included.
Google & passkey sign-in
No passwords to hand out if you'd rather not.
Read-only viewers
Visibility for leadership and auditors, no edit rights.
Notifications
Email alerts to the next approver and to Finance.
Rollout & brand
For the team that goes live with us.
Installable app
Android and iPhone, straight from the home screen.
Your branding
Logo and colours on the app and outgoing emails.
Training videos
In-app tutorial library your admins manage.
Support desk
A real team on email and phone, during rollout and after.
Built for audits, not just approvals.
Regulated companies need to show who approved what, and why. Roundtable keeps that record by default.
Activity log · RTM-1042
Anita Desai approved RTM-1042
16:05Karan Bhatia changed dinner time to 8 pm
11:40Finance desk released ₹46,200 · ref 4419
15:00Aditi Rao signed in with a passkey
09:58
Tenant isolation
Each company's data is separated at the database row level, enforced on every query.
Complete audit trail
Approvals, edits, payments and sign-ins are logged with person and time.
Least-privilege roles
People see only their own meetings and their team's, nothing more.
Modern sign-in
Passkeys, Google sign-in and admin-controlled password resets.
Getting started
Live in two weeks, without an IT project.
No installs and no data migration on your side. Send us your roster and rules, and we hand you a working workspace.
Plan your rollout- Week 0
Discovery call
01We map your meeting types, approval rules, payee policy and budgets.
- Your workflow on one page
- Pricing for your team
- Week 1
Set-up, done for you
02We import your roster and reporting lines, and configure divisions and documents.
- Org chart built
- Approval rules switched on
- Week 2
Train and go live
03Short role-wise sessions plus in-app videos. First meetings go through with us beside you.
- Every role trained
- First meetings live
- Ongoing
Concierge on call
04Venue sourcing when you want it, and a support desk that knows your setup.
- Venues on request
- A named support contact
Questions, answered.
Anything else, ask us directly. A person reads every message.
Is Roundtable only for pharma round table meetings?+
It was built around them, but it works for any company whose field teams run approved customer meetings with a budget: CMEs, dealer meets, product launches, training sessions.
Do we have to use your venue concierge?+
No. Each meeting chooses: request a venue from us, or enter your own venue and vendors. Approvals, documents and payments work the same either way.
How does the approval chain get set up?+
From your roster. We import who reports to whom, and the chain builds itself per meeting. Admins and head office can adjust people, roles and divisions from the app at any time.
Can Finance control what gets paid and when?+
Yes. You choose the allowed payee types (venue, third party, manager) and which documents each needs before an advance or final payment can be released.
Does it work on phones?+
Yes. It installs to the home screen on Android and iPhone, and every approval, upload and status check works on mobile.
How is our data kept separate from other companies?+
Every company is its own tenant, isolated at the database row level. Your data is never visible to another organisation.
What does it cost?+
Pricing depends on team size and whether you use the venue concierge. Tell us about your setup and we'll send a proposal.
Let's map your meetings.
Tell us how your field meetings run today. We'll come back within one working day with a walkthrough on your own approval rules, and a proposal if it fits.
- 30-minute walkthrough, tailored to your org chart
- Venue concierge coverage for your cities
- Pricing for your team size
Prefer email? [email protected]