Finance & Procurement
Finance and procurement workflow templates covering purchasing, suppliers and financial controls: purchase requisitions and order approvals, requests for quote and proposal, vendor selection and onboarding, invoice and payment approvals, and expense and travel claims. Budget and capital expenditure approvals, journals, month-end close, bank reconciliation, credit applications, collections and write-offs are included too.
Benefits
- Route spend to the right approver by amount
- Keep quotes, invoices and approvals on one record
- Bring suppliers and customers in through forms, with no account needed
Common Use Cases
Finance & Procurement Templates(36)
Purchase Requisition Workflow
Employees submit purchase requisitions; procurement confirms the supplier and cost, the requisition routes to manager or finance approval based on the confirmed cost, and approved requisitions are marked Ready for PO with a procurement task to raise the order.
Purchase Order Approval Workflow
Captures purchase order requests, routes for manager or director approval based on amount, escalates out-of-budget purchases to finance review, issues the PO through procurement, confirms receipt of goods/services, and keeps the requester informed at each stage.
Invoice Approval Workflow
Accounts payable workflow that intakes invoices, checks them against purchase orders, loops back to submitters on discrepancies, routes for manager or finance-lead approval based on amount, and notifies submitters of the outcome.
Expense Claim Workflow
Captures employee expense claims, routes them through manager approval, finance policy review, optional exception approval, and payment processing, with status updates and email notifications at each stage.
Supplier Onboarding Workflow
Registers a new supplier, acknowledges receipt, runs procurement due diligence with risk rating, escalates high-risk suppliers to compliance, requires procurement manager approval, and sets up approved suppliers in finance — tracking status through to Active or Rejected.
Budget Approval Workflow
Handles submission and review of new budgets or budget changes: intake, finance review with revision loop, tiered approval (manager or finance director based on amount), and outcome notifications.
Accounts Receivable Collections Workflow
Tracks follow-up on overdue invoices from initial acknowledgement through credit controller contact, dispute investigation, escalation and approval, to final closure (Paid or Written Off), with status updates and notifications at each stage.
Bad Debt Write-Off Approval Workflow
Captures bad debt write-off requests, routes them through finance recoverability review, tiered approval (finance manager under $5,000, finance director at/over $5,000), and posts the approved write-off, notifying the requester at each stage.
Bank Reconciliation Workflow
Reconciles a bank statement to the general ledger: collects statement and ledger balances, calculates the variance, routes through matching, journal posting or investigation depending on the type of difference found, and cycles through a review/return loop until the reconciliation is approved.
Capital Expenditure Approval Workflow
Captures capital expenditure requests, routes them through finance budget review and tiered approval (finance manager, CFO, or CEO based on cost estimate), and notifies the requester at each stage while creating a procurement task once approved.
Cash Application Workflow
Matches incoming customer payments to invoices: intake via form, clerk matching task, automatic unapplied-amount calculation, partial-match follow-up, unmatched investigation with finance approval to post on account, final posting task, and status/notification updates throughout.
Credit Limit Approval Workflow
Captures a credit limit request, runs a finance risk review, routes approval to the credit manager or finance director based on the requested amount, and notifies the requester of the outcome at each stage.
Credit Note Approval Workflow
Manages customer credit note requests end-to-end: intake, finance validity/tax check, tiered approval by amount, credit note issuance, and notifications to requester and customer at each stage.
Customer Credit Application Workflow
Collects a trade-credit application, acknowledges receipt, routes to finance for credit checks and a decision, and either declines the applicant or sets up the account and notifies them with their credit terms.
Discount Approval Workflow
Captures a sales rep's discount request, calculates the discounted price, routes for sales manager or finance approval depending on the discount size, and notifies the rep of the outcome so they can submit a revised request if rejected.
Inventory Reorder Workflow
Manages low-stock reorder requests end-to-end: intake and acknowledgement, stock verification, value-based approval, purchase order creation, delivery receipt with discrepancy handling, and final restocking notification.
Invoice Approval and Payment Follow-Up Workflow
Collects a trade invoice, routes it through manager approval (with an office correction loop), emails the approved invoice to the customer, tracks payment via an accounts task, and follows up overdue invoices with reminders, a follow-up call, and manager-resolved disputes.
Journal Entry Approval Workflow
Captures a preparer's journal entry submission, routes it through review and correction cycles, applies threshold-based approval (financial controller for amounts over $50,000, finance manager otherwise), and notifies the preparer at each terminal outcome (rejected, returned, or ready to post).
Marketing Campaign Approval Workflow
Collects a campaign brief from the campaign owner, routes it through marketing lead review and brand review (with revision loops), then final approval by the marketing director (budgets over $20,000) or marketing manager (smaller budgets), notifying the owner of the outcome.
Material Order and Purchase Approval Workflow
Captures material order requests for jobs, routes for approval based on cost threshold (operations manager over $5,000, supervisor at or below), then manages purchasing, delivery confirmation, and supplier issue resolution through to final receipt.
Month-End Close Workflow
Manages month-end close from close owner intake through account reconciliations, journal posting, exception resolution, manager review, and correction cycles until sign-off.
Payment Approval Workflow
Collects payment requests, verifies them against the supporting invoice, routes for manager or finance director approval based on amount, handles discrepancies via a correction loop, and releases approved payments with full status tracking.
Pre-Purchase Pest Inspection Workflow
Manages the end-to-end process for pre-purchase timber pest inspections: intake of inspection findings, senior technician review with revision loop, customer report delivery, and follow-up quote scheduling when treatment or further inspection is recommended.
Progress Claim and Milestone Approval Workflow
Captures a trade contractor's progress claim, calculates the claim percentage of contract value, routes it through PM review (with a claimant revision loop), then client approval (with a dispute negotiation loop), before triggering invoicing.
Purchase Order Amendment Workflow
Captures requests to amend an existing purchase order, routes them through procurement review, optional supplier confirmation, and value-based approval (finance for changes over $5,000, otherwise the procurement lead), before the buyer updates the PO and notifies the supplier.
Quote Approval Workflow
Captures a rep's quote submission, routes it through finance review, optional legal review for non-standard terms, and a final approval by the sales manager or sales director based on discount and value thresholds, with revision loops back to finance for rework and status/email notifications throughout.
Refund Request and Approval Workflow
Collects customer refund requests, tracks eligibility review by customer service, routes approval to a team manager or finance based on amount, processes approved refunds via finance, and keeps the customer informed at each stage via email.
Request for Proposal Workflow
Manages an RFP end-to-end: intake from the RFP owner, supplier invitations, proposal collection, evaluation panel scoring, sponsor approval (with rework loop), and contract award notification.
Request for Quote Workflow
Captures an RFQ request, issues it to three suppliers, has the buyer record received quotes and a recommendation, routes approval based on the recommended value (procurement manager for over $10,000, buyer lead otherwise) with up to two revision cycles on rejection, then awards the RFQ, raises a purchase order task, and notifies the requester.
Sole Source Procurement Approval Workflow
Captures a sole-source purchase request, routes it through procurement justification review, then to the appropriate approver based on cost tier (procurement manager, CFO, or CEO), and notifies the requester at each terminal outcome.
Supplier Enquiry Contact Form Workflow
Captures supplier enquiries via a short website form, acknowledges the submitter by email (and SMS if a mobile number was given), assigns the enquiry to procurement for review against current needs, kicks off onboarding when relevant, and closes the enquiry with a final response email.
Supplier Performance Review Workflow
Collects a reviewer's assessment of a supplier's delivery, quality, service and compliance, calculates an overall score, gathers the supplier's response, routes to manager review and recommendation-based follow-up tasks (continue, improve, escalate), then closes out with a final outcome notification to the supplier.
Supplier Risk Assessment Workflow
Collects a supplier risk assessment request, runs due diligence and (where applicable) security/privacy review, captures risk reviewer treatment and residual risk, routes it through risk manager approval with up to two rework cycles, and notifies the requester of the accepted outcome.
Travel Request and Approval Workflow
Captures employee travel requests, routes them to the traveller's manager for policy review, escalates high-cost trips ($3,000+) to finance approval, and notifies the traveller at each stage until the trip is authorised for booking.
Vendor Master Data Change Workflow
Manages requests to change supplier master data (bank details, address, contact details, payment terms, other) with independent verification for bank detail changes, finance approval, controlled record update, and status tracking through to completion.
Vendor Selection Workflow
Manages vendor selection from intake through compliance screening, evaluation, and final procurement manager approval, tracking status from Screening through to Selected or No Suitable Vendor.
Frequently Asked Questions
What Finance & Procurement workflow templates are included?
Finance & Procurement includes templates for purchase requisitions, purchase order approval and amendment, requests for quote and proposal, vendor selection, sole-source approval, supplier onboarding and performance reviews, invoice and payment approval, expense and travel claims, budget and capital expenditure approval, journal entries, month-end close, bank reconciliation, cash application, credit applications and limits, credit notes, collections and bad debt write-offs.
Who are the Finance & Procurement templates for?
They're designed for finance teams, procurement, accounts payable and receivable, and budget holders. Requesters submit through forms, approvers are chosen by amount, and suppliers and customers take part without needing an account.
Can I change a finance and procurement template to suit my organisation?
Yes. Publish the template and it runs straight away, with no installation. Describe the change in plain English — for example, change the approval thresholds or add a second approver — or edit the steps in the workflow editor. Earlier versions are kept.