Procurement approval workflow for Tallyfy

Route purchases through the right approvers automatically

High-value purchases need senior approval while routine spending gets stuck waiting for executives. This workflow routes purchase requests to the right approval tier based on dollar thresholds, reducing bottlenecks while maintaining financial controls.

8 steps

2 fields

Import into Tallyfy Preview steps

Manufacturing Approval

Run this workflow in Tallyfy

Import this template into Tallyfy and assign approval steps to managers, directors, VPs, and CFO based on your authority matrix

Configure Tallyfy's conditional logic to route requests automatically based on item amount and set up backup approvers for when primary approvers are unavailable

Track every purchase request in real-time through Tallyfy to see where approvals stand and ensure vendor acknowledgement gets documented

Import this template into Tallyfy

Process steps

Supplier approval (Tier 1 - Manager Level)

1 days from previous step

approval

Initial approval for purchases under the Manager threshold (typically up to $1,000). The department manager reviews the request, verifies budget availability, and confirms the business need. This is the first gate for routine purchases.

Purchase authorization (Tier 2 - Director Level)

2 days from previous step

approval

Second-tier approval for purchases exceeding Manager authority (typically $1,000-$10,000). The Director reviews for strategic alignment, confirms vendor selection is appropriate, and ensures the purchase fits within departmental budget. Required for mid-value purchases.

Vendor acknowledgement and PO confirmation

2 days from previous step

task

Once approvals are complete, send the formal purchase order to the vendor. Verify the vendor has acknowledged receipt, confirmed delivery timeline, and agreed to payment terms. Document their acceptance in this Tallyfy template for audit purposes.

Define approval thresholds by tier

1 days from previous step

task

Set dollar limits for each approval level based on your organization size and risk tolerance. Typical thresholds: Manager up to $1,000, Director $1,000-$10,000, VP $10,000-$50,000, CFO above $50,000. Document these in your finance policy.

Assign approvers by role and backup coverage

1 days from previous step

task

Map job titles to approval authority for this Tallyfy template. Document who can approve what. Ensure backup approvers are designated when primary approvers are unavailable (vacation, illness). Avoid single points of failure by having at least 2 approvers per tier.

Set up approval workflows

1 day from previous step

task

Configure your purchasing system to route requests automatically. Make sure it escalates properly when thresholds are exceeded. Test the routing before going live.

Train the team

1 day from previous step

task

Make sure everyone knows the approval limits and process. Publish a simple reference guide. Nothing frustrates people more than rejected purchases because they didnt know the rules.

Review and update periodically

1 day from previous step

task

Check approval levels annually or when business changes. Are limits still appropriate? Are approvals happening fast enough? Adjust based on actual experience and audit feedback.