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Approval Matrix Template

A procurement approval matrix (or delegation of authority) is a table that maps ringgit spend bands to the roles that must approve at each level — so a small purchase needs one approver while a large one escalates through department, finance and management. This free CSV template comes with standard spend bands and special-category overrides you can adapt to your own thresholds.

Ad hoc approvals are how the wrong purchases get signed off and the right ones get stuck. An approval matrix fixes the rules in advance: every spend band has a defined chain of approvers. This template lays out the bands and roles so you can set your own thresholds in minutes.

Download the Approval Matrix Template (CSV)

What's inside

• Ringgit spend bands from petty purchases up to board-level authority.
• The approver roles required at each band (requester through final approver).
• Special-category overrides for CAPEX, IT and consultancy spend.
• A separation-of-duties note so no one approves their own request.

How to use it

• Set the ringgit thresholds for each spend band to match your business.
• Assign the approver roles required at each level.
• Add any category-specific approvers (e.g. IT, legal, finance).
• Publish it so every buyer knows who must approve what.

Frequently Asked Questions

What is a procurement approval matrix?

It is a table that defines who must approve a purchase based on its value and type. By mapping spend bands to approver roles in advance, it removes guesswork, speeds up low-value buying and ensures high-value spend gets proper scrutiny — the foundation of financial control in procurement.

How many approval levels should I have?

Match levels to risk: low-value purchases may need only one approver, while high-value or capital spend warrants several. Too many levels slow everything down, so escalate only where the value at stake justifies it. The template's bands are a starting point to tune to your thresholds.

Can Lapasar Mall enforce this matrix automatically?

Yes. Lapasar Mall supports multi-step approval workflows with budgets and cost centres, so the bands and roles you define here can be applied automatically to every order, with a complete audit trail.

Other procurement templates

• Procurement Policy Template
• RFQ Template
• Purchase Order Template
• Purchase Requisition Template
• Vendor Scorecard Template
• Supplier Onboarding Checklist
• Procurement Savings Tracker
• Budget Request Form Template
• Spend Analysis Spreadsheet
• Procurement KPI Dashboard
• Supplier Audit Checklist
• Vendor Risk Assessment Template
• Contract Register Template
• Supplier Quotation Comparison
• Annual Procurement Plan

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