Purchase approvals, made clear
Your team needs to buy something. But who must approve it?
Stop chasing approvals through calls, WhatsApp and email. Set clear purchase rules so each request reaches the right manager, with the details they need to decide.
See what is waiting, who has to act, and what happens after the decision.
Different purchases may need different people to approve them. A small routine purchase may need only the department head. A larger purchase may also need the purchase head or director.
Try this sample company policy. Change the amount, department and purchase type to see how the approval path changes.
Enter a purchase amount from ₹1 to ₹50,00,000.
Whole rupees, from ₹1 to ₹50,00,000.
Request raised
PR-0142
Packing machine spare parts
₹85,000
Approval route
No route yet. Enter a valid amount to see who must approve.
Needs review from
2people, in this order
Why this route?
Above ₹25,000: Department Head + Purchase Head.
For regular items above ₹25,000 and up to ₹1,00,000, the sample company asks for department and purchase-head approval.
An ₹85,000 request from Maintenance needs approval from the Maintenance Head and Purchase Head under this sample policy.
These are example limits to explain the process. Your business decides its own approval rules.
Plan My Approval RulesThis is a sample approval process. Your company can use different amounts, roles and rules.
A staff member needs spare parts. They message their manager. The manager asks for the price and reason. The request is forwarded to someone else. The purchase team doesn't know whether it can place the order.
One small purchase has become several calls and follow-ups.
The aim is not to add more approvals. It is to make the approvals you need easier to manage.
Managers should not have to search across messages to understand a purchase request.
Keep the key details together:
A clear request helps the manager approve it, ask for more details, or reject it with a reason.
The decision can be made without losing the reason the purchase was raised.
Purchase requestPR-0142
What is needed — Product or service and quantity.
NeedPacking machine spare parts
Why it is needed — The reason for the purchase.
ReasonMachine repair
How much it may cost — Estimated purchase amount.
Amount₹85,000
When it is needed — Required date, if known.
Needed byNot specified in sample
Who asked for it — Department and requester.
Requested byMaintenance Team
A manager should see what is waiting and respond without searching for the original message.
Try a sample request below. Choose a decision and see what the requester and purchase team would know next.
Purchase request
PR-0142
Purchase Head decides
What the requester and purchase team see
Requester and purchase team
Waiting for Purchase Head
Reason:
Sample only. These buttons do not approve or update any real purchase.
A clear decision saves the next person from asking, “Has this been approved?”
Your purchase limits and responsibilities may be different from another business.
We help you define a practical process:
Set the right approval people for purchase amounts, departments and purchase types.
Make sure a request contains enough details before it goes for approval.
Show who must act, what was decided, and what the purchase team should do next.
Once the required approvals are complete, the buyer can continue under your normal purchase process.
Some businesses need one approver. Others need more. The process should fit the way your company works, not make simple purchases harder.
An approved request still needs a buyer to prepare or place the purchase order. Some purchases may also need supplier quotations or other checks.
Keep the approved reason and details connected to the next step, so nobody has to ask for the same information again.
Tell us how your team sends purchase requests, who approves them, and where work gets stuck. We'll help you find a practical way to make the approval process clearer, without adding unnecessary steps.
Start with your current process. You don't need to choose the software first.
