Make purchase approvals easier to review

Organize the decision before automating it

Purchase approval works best when the request contains enough information for a manager to decide. AI can help prepare the brief, but a fixed rule should determine the approval route. Do not ask a language model to choose spending authority from job titles.

Specify the required fields

Collect the requester, item, reason, quoted cost, currency, supplier and required date. Include the supporting quote and whether the expense is recurring. A request with an unknown total should return for clarification rather than quietly fit the lowest approval tier.

Record the approved version

Route the complete request to the designated reviewer and save the decision with its version. If quantity or price changes materially, require the agreed reapproval step. An approval notification is not proof that the supplier order was placed, and placing an order is a separate action.

Plan for absence and rejection

Define a backup approver, a reasonable reminder and what happens when the request is rejected. Confirm that the chosen workflow tool supports your approval route and licensing. Test a missing approver and an unanswered request before rollout.

Power Automate supports approval steps; confirm licensing and setup. Microsoft: workflow approvals

Measure waiting and handling separately

Compare request completion time, time waiting for a decision and the number returned for missing information. Faster preparation will not fix a manager who never checks requests. Include reviewer time, software and support when evaluating the benefit, and expand only after the basic route is dependable.

Discuss an implementation

This guide applies across Canada. We provide remote AI consulting for businesses in Burnaby; it does not describe a local client or a staffed office.

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