Approval processes are intended to control costs, but should not unnecessarily slow down day-to-day work. The key is to only check where there is an actual risk or potential for savings.

Which orders can remain open?

Standard items from an agreed core assortment can usually be ordered within a site budget without individual review.

When is approval useful?

• Order value exceeds a limit
• Item is outside the core assortment
• Unusually high quantity
• Technical device or piece of furniture
• New supplier or custom-made item

Clear responsibilities

It should be clearly established who requests, who approves, and who deputizes in case of absence. Automatic reminders prevent orders from being delayed.

Don't approve every pen

Overly strict approvals cause more process costs than they save. Budgets, positive lists, and value-dependent limits are more sensible.

More on the overall process: Organizing office supplies for multiple locations.