TACTIXProcess templates
Purchase Approval Process Template
Most purchasing time is lost when nobody knows who approves. This template makes every step from requester to accounting, the budget decision and the approver explicit.
Free. Lanes, steps and approvers come ready; you can change everything.
Process flow
Each row is a role (swimlane); steps run left to right.
| Requester | 1 · StartRaise a purchase request | 6 · StepReceive the goods | |||||
|---|---|---|---|---|---|---|---|
| Department manager | 2 · DecisionWithin budget? | ||||||
| Purchasing | 3 · StepCollect quotes | 4 · StepChoose the supplier | 5 · DocumentPlace the order | ||||
| Accounting | 7 · EndPay the invoice |
Step by step
Raise a purchase request
Within budget?
- Yes → Step 3: Collect quotes
- No → Step 1: Raise a purchase request
Collect quotes
- At least 3 quotes
Choose the supplier
Place the order
Receive the goods
Pay the invoice
Who does what? (RACI summary)
R: responsible · A: approves
| Step | Requester | Department manager | Purchasing | Accounting |
|---|---|---|---|---|
| Raise a purchase request | R | |||
| Within budget? | R | |||
| Collect quotes | R | |||
| Choose the supplier | A | R | ||
| Place the order | R | |||
| Receive the goods | R | |||
| Pay the invoice | R |
When to use it
- Purchase requests get lost in email and calls
- You want to stop off-budget spending
- Auditors need to see who approved what
Tips
- Turn rules like “at least 3 quotes” into checklist items.
- Track approval on top of the flow: draft, in review, approved.
- Use a request-form link to receive requests directly as jobs.
More process templates
Run the process with your team on one map
Open the template, give each step an owner and a date, and send it to your field team as step-by-step instructions and QR labels.