SpendYou may know it as accounts payable
Approval routing with reminders and escalation
Route each invoice to the approver set out in the approval matrix, send reminders, and escalate to a logged delegate when the approver is unavailable.
What to expect: ideas for what could change, what you need first, and how to test whether it helps. Nothing here is a measured result.
- Impact: Medium
- Ease: High
- Prep: Light
Indicative rating based on the workflow described. Your readiness and implementation effort may differ.
Evidence status: Editorial / indicative assessment
What it does
This step still relies on manual effort, which holds back: Approval cycle time; Invoices with complete approval evidence.
Rules-based, with no AI decision.
Who does what
Rules run the routine work. A person handles every exception and makes every decision.
What it could move, and how you would check
Of the five measures below, this use case may help three. These are expected effects to test against your own baseline, not measured results. The last column says how to check each one.
| Fact | Expected effect | Why |
|---|---|---|
| Process steps | Not directly addressed | This use case does not directly change the number of steps. |
| Cycle time | Potential direct benefit | Work may wait less between tasks, so items can finish sooner. |
| Exception loops | Possible downstream benefit | Fewer items may go back for rework. |
| First-time-right rate | Possible downstream benefit | More items may be right the first time, with no one fixing or chasing them. |
| Cost per invoice | Not directly addressed | This use case does not directly change the cost of each item. |
What you need first
This is an illustrative improvement approach, not a final solution design. The workflow, level of automation, integrations, and review requirements will depend on your existing tools, available capabilities, data quality, company policies, and team needs. Confirm these during discovery and a controlled pilot before implementation.
Ease of getting started: High. Suitable tools exist, and most of the setup work is light.
- Documented approval matrix by amount and cost center
- Approver list kept current with joiners and leavers
- Approval matrix maintained and approved by the controller
- Delegations recorded with start and end dates
- Approvers cannot approve their own spend
Evidence to keep
- Approval matrix and change history
- Delegation log
- Approval timestamps per invoice
What can go wrong, and how a pilot would show it
- An out-of-date matrix routes invoices to leavers
- Escalation used to bypass the right approver
Your next step
Document the approval matrix and have the controller sign it off. Configure routing, a reminder after 2 days and escalation after 4 days.
The pilot steps are under "See how to test it" in the Ways to start panel. Paid support is optional: use Get implementation support if you want help.