Automate the CapEx lifecycle with capital expenditure approval software

Import budgets, FX rates, and delegation of authority policies and assign them to business units and asset categories with mid-period revisions available.

Link requests to budgets or predefined projects.

Track actuals and monitor the remaining budget in the period.

Outline the expected phasing of capital expenditures across the financial year for accurate cash flow forecasting.

Compare investments over multiple-year periods.

Get notified if your capital expenditure request will result in overspending and budget overruns.

Dynamically adapt approvals based on remaining budget status.

Carry forward and re-assign the remaining budget into the next financial period.

Re-allocate budgets for emergency requests.

Handle various payment types, including CapEx/OpEx, write-downs, disposals, multi-year leases, acquisitions, new hires, and legal settlements.

Manage all budget types, e.g. budgeted, unbudgeted, overrun/variance, and reassignment (to another business unit/department, etc.)

Create special budgets for major capital projects, with their own tracking and current position information.

Standardised templates help eliminate incomplete submissions, manual rework, and approval delays caused by poor quality submissions, while enforcing consistent governance across the organisation.

Show/hide questions, lock fields, add skip logic, set mandatory/optional fields, and pre-populate fields, all based on conditional rules.

Highlight invalid fields and automatically validate data on input and/or submission.

Automated NPV, IRR, and payback calculations.

Show amounts in your local currency and global currency.

Automatic translation of capital expenditure approval forms and user interfaces into your users local languages for global user adoption.

Upload files in any format (xls, png, jpg, doc) to support the capital expenditure request.

Upload images and display them as thumbnails.

Generate printable PDFs of the submitted capital expenditure request form, including attachments.

Save a partially completed request as a draft and submit later when further information is available.

Lock forms to prevent unauthorised edits or modification

Add quotations from potential suppliers.

Add additional rows as necessary (e.g., mandatory for three quotes).

Escalate urgent/emergency requests via a modified workflow for prompt review and approval.

Display the current position, showing the total budget for period, budget used to date, and budget remaining.

Get instant alerts when requested amount exceeds the remaining budget.

Show the predicted approval steps for a CapEx request.

Add time-stamped comments to a request with Q&As and notes visible to executives later in the approval chain.

Ensure every investment request follows a consistent, auditable workflow across the organisation.

Add data integration steps to ingest data from other systems or export data to onward ERP, procurement, or purchasing systems.

Automatically enforce delegation of authority policies such as asset category, business unit, budgets, and authorisation limit to ensure every investment is properly evaluated and authorised.

Run CapEx approval steps sequentially when you need to receive one approval before another.

Unlike traditional linear workflows that chain steps together sequentially, parallel workflows enable users to work on requests simultaneously, vastly reducing the overall time to approval.

Enforce mandatory re-approval of projects at key decision gates – from initial concept to post-investment review.

This ensures the investment meets predefined criteria before moving to the next stage gate.

Automatically alert users to new tasks with reminders/escalations based on inactivity and due dates.

Meet deadlines by allowing users to delegate tasks to another user for a temporary period.

Approvers can refer to the audit trail associated with a capital expenditure submission when approving a request or reviewing the archives.

Approve, reject, or request clarification from anywhere via email or mobile app, allowing participants to quickly complete tasks when out of the office/offline.

Build configurable rules into your CapEx approval processes.

Some examples include allowing the administrator to cancel an approved request, thereby returning the budget.

Other scenarios include auto-cancelling clarification or rejection steps after two weeks, or purging rejected and unapproved requests over seven years old.

Web workspaces are customised to different user roles and serve as the primary interface to the system.

Authorised users can submit CapEx requests, view dashboards, search archived forms, and manage tasks.

Configure and combine task lists, tabular data, and chart/graph widgets to display real-time metrics, including project status, budget position, and cycle times.

Apply filters and drill down to display data for more in-depth insight.

Export data or schedule an automated report to be sent to colleagues at specific intervals.

Export data to pre-configured Excel templates for reporting and analysis or integrate with other line-of-business (LOB) or business intelligence (BI) applications.

Centralised control, security, and management of supporting documents, including justifications and risk assessments.

Collaborate with colleagues and simultaneously author/mark up documents, spreadsheets, and presentations.