# Expense and Purchase Approval

> A spend-approval process with clear thresholds and budget checks that controls cost without becoming a bottleneck.

**Category:** Finance

**When to use:** Whenever someone requests to spend company money outside payroll.

**Trigger:** A purchase or expense request is submitted

## Steps

1. Confirm the request has a clear purpose and a budget line it draws against.
2. Route to the approver matching the amount threshold, not always the most senior person.
3. Check the spend against the remaining budget for that line before approving.
4. Approve, decline, or request more information within a defined turnaround.
5. For recurring spend, capture the renewal date and a named owner.
6. Record the approved spend so the budget line reflects it immediately.

## Outputs

- An approval decision on record
- An updated budget line
- A renewal owner captured for recurring spend

## Tools

- Expense system
- Budget tracker

## Notes

Match the approver to the amount. Sending every $50 purchase to the CEO trains people to route around the process entirely.

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Free SOP from the OrgTP Process Library — https://orgtp.com/process-templates/expense-approval
Run it live with your humans and AI agents at https://orgtp.com.