Capital Expenditure Approval Workflow

How is this workflow audited for compliance purposes?

Every capex request generates a timestamped record within assess.one, capturing status changes from submission through finance review, approval routing, and final disposition. Approval decisions, budget review outcomes, and rejection reasons are all logged against the delegated authority threshold applied, giving finance and internal audit teams a complete, exportable trail without needing to reconstruct approvals from email or spreadsheets.

Who has access to capex request data at each stage?

Access is role-based and configured directly in assess.one, so requesters, finance reviewers, managers, directors, and executives only see the information and actions relevant to their role. Procurement teams gain visibility only once a request reaches approved status, ensuring sensitive budget and business case detail isn't exposed until the appropriate stage.

How does this integrate with existing finance and procurement systems?

Notifications and handoffs — such as alerting the requester or passing approved requests to procurement — are configured inside assess.one using its built-in email and Slack integrations, requiring no external development work. Procurement teams receive approved capex requests directly within the workflow, ready for downstream action in their own systems.

Can the delegated authority thresholds be customised?

Yes, the cost thresholds that trigger manager, director, or executive approval are fully configurable within assess.one's routing logic. Organisations can adjust dollar thresholds, add additional approval tiers, or modify approver roles at any time without disrupting requests already in progress.

What happens when a request is rejected at the budget review stage?

If finance determines there is insufficient budget, the request status is automatically set to 'Rejected (No Budget)' and the requester is notified with the specific reason. The request record remains in the system for audit and future resubmission, rather than being lost in email threads.

Who needs to be granted access to use this workflow effectively?

At minimum, requesters, a finance reviewer, and approvers at each delegated authority tier (manager, director, executive) need access, along with a procurement contact for handoff. Access can be scoped by role directly within assess.one, so organisations can add or remove participants as approval structures change.

How does the workflow handle approvals at different cost thresholds?

Once finance confirms budget availability, the workflow automatically routes the request based on its cost estimate — under $10,000 to a manager, $10,000–$99,999 to a director, and $100,000 or above to an executive. Each approval outcome is captured and routed onward, either to the next status update if approved or to rejection and requester notification if declined.

How long does it take to implement this workflow?

There is no implementation project required. The template publishes in minutes inside assess.one, and once live, your finance, management, and procurement teams can begin submitting and processing real capex requests immediately.

Can approval logic and notification rules be changed after go-live?

Yes, all steps, roles, thresholds, and notification rules remain fully editable within assess.one at any time. Changes take effect immediately for new requests, so the workflow can evolve alongside organisational policy without downtime or redevelopment.