Purchase and spending approvals
Spending approvals that respect your limits of authority
A requisition for KES 80,000 and one for KES 8 million should not travel the same route. Smart Memo reads the amount, the cost centre and the category, and sends the request to whoever your Delegation of Authority says can approve it.
The problem today
- Requests approved by someone above or below their limit, found only at audit
- Finance chasing missing signatures before a payment can be made
- No single place to see what was approved, by whom, against which limit
How it works in Smart Memo
- Step 1
Capture the request
A structured form collects the amount and currency, cost centre, supplier and supporting documents.
- Step 2
Apply the thresholds
Stages switch on by amount and unit, so a large request adds the CFO or the CEO automatically.
- Step 3
Separate the duties
The requester cannot approve their own request, and the same person cannot clear two stages that must be independent.
- Step 4
Hand over to finance
The approved request, with every signature, is ready for payment processing and lands in the register you choose.
What changes
Common in: Government and state corporations, Banks, MFIs, SACCOs and insurers, Multi-site operators, NGOs and donor-funded programmes
Frequently asked questions
Does it handle more than one currency?
Yes. Amount fields carry a currency, and conditions can be written per currency, so KES and USD requests can follow their own limits.
Does it replace our ERP?
No. Smart Memo handles the decision and the evidence around it. The approved request can then be processed in Business Central, Sage or whatever finance system you use.
Related use cases
Memo approval workflow
Route every internal memo to the right approvers, in the right order, with a signed record.
Capital expenditure approvals
Capex memos with the business case, budget check and board-level sign-off in one trail.
Contract, permit and licence renewals
Never miss an expiry: reminders at 60, 30, 14 and 7 days, then escalation.
New to the subject? Read what memo management is and how Delegation of Authority approvals work.
See your own approval process in Smart Memo
Bring one memo or request that takes too long today. In 30 minutes we will show it routed by your Delegation of Authority, signed, and turned into tracked work.