Purchase Approval Log
Every purchase tracked through approval and payment — quote, approved amount, PO, deposit, invoice, fees — so nothing stalls for lack of a sign-off.
Purchase Approval Log
If approval thresholds are unclear, opening-critical orders stall — and you find out when the furniture didn’t ship. This log tracks every purchase from quote to payment, with the approval step made explicit.
What it’s for
To make sure each purchase has a clear path: who can approve it, whether it’s been approved, and where it is in the buying and payment process. It feeds the Budget Tracker its numbers.
How to use it
- Set approval thresholds first (below) — before the urgent orders start.
- One row per purchase; capture quote → approved → PO → deposit → invoice → paid.
- Anything “awaiting approval” that’s opening-critical is an open item to chase.
Approval thresholds
- Workplace lead can approve up to $X
- Finance approval required above $X
- Leadership approval required above $X
Ask for these numbers on day one. Clear thresholds are what let opening-critical orders move fast.
The structure
| Vendor | Workstream | Quote | Approved | Approval status | Deposit | Invoice | Payment | Fees (delivery/rush/install) |
|---|---|---|---|---|---|---|---|---|
| Acme Furniture | FF&E | $52,000 | $52,000 | Approved | Paid | — | Pending | $1,200 delivery |
| NetWire IT | IT/AV | $14,500 | $14,500 | Approved | — | Received | Pending | $800 rush |
| Workspace Co | FF&E | $9,800 | — | Awaiting Finance | — | — | — | — |
Tips
- Thresholds before urgency. Unclear approval authority is the most common cause of stalled orders.
- Track fees explicitly. Delivery, rush, and install fees are where quotes quietly grow.
- Reconcile with the budget. Approved here should equal committed there.
See the full workstream: Finance, Procurement & Budget.