Smarter Week

How to automate it

How to automate “approve spend requests and purchases”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

20 min
typically, every day
45%
of the time can be automated
Easy
to set up

Fix 1 of 2

Process fixBest fix

Auto-approve small in-budget spend and review only exceptions

Approval thresholds and budget limits in your spend tool mean small, planned purchases go through without you.

Typically saves about 45% of the time1 h to set up
  1. 1Look at last quarter's approvals: how many were under $500 and in budget?
  2. 2Set an auto-approve threshold for in-budget spend.
  3. 3Use card limits and budgets in Ramp, Brex, Coupa or your ERP to enforce it.
  4. 4Review a monthly report of auto-approved spend instead of each item.

Tools: Ramp · Brex · Coupa · NetSuite or Dynamics approval limits

Fix 2 of 2

Automation

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

CFO / finance manager

HourLeak · the 8-minute work audit

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Other common tasks for CFOs / finance managers