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Purchasing & Procure-to-Pay

Approval Workflow

Also known as: Approval matrix

An approval workflow is the defined sequence of authorisations a purchase must pass through before it can proceed, based on rules such as value or category.

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Approval workflows enforce spend control. A requisition might auto-approve below a threshold, need a manager above it, and a department head or finance sign-off for larger amounts. Routing can also depend on category, budget or supplier. The workflow ensures the right people authorise spend before any commitment is made.

Manual approvals via email are slow and hard to audit. Digital approval workflows route requests automatically, record every decision, escalate when someone is unavailable, and give a clean audit trail — speeding up buying while tightening control.

Frequently asked questions

What is an approval workflow in procurement?
An approval workflow is the defined chain of authorisations a purchase must pass — often based on value, category or budget — before it can go ahead.
Why automate purchase approvals?
Automation speeds approvals, prevents unauthorised spend, escalates when approvers are away, and records every decision for a clean audit trail.

Go deeper

Approval workflow cost calculator

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