The Approval Flow at a Glance
Start at the top. Two questions — what kind of invoice? and how much? — route every invoice to exactly the right approvers.
Send invoices ONLY to the required approvers shown above. Do not copy or include any director whose approval is not required. Keep routing tight — no extra approvals.
Approval Rules in Text
Everything in the diagram above, stated as rules you can quote.
1 · Classify the invoice
| Category | What it covers |
|---|---|
| A · Physical Plant (Operations) | Maintenance, repairs, landscaping, construction. |
| B · Professional Services | Legal, insurance, accounting, and similar services. |
2 · Approval rules
| Invoice | Required approvers |
|---|---|
| Physical Plant — under $5,000 | ✓ Terry + Dave |
| Physical Plant — over $5,000, routine / budgeted / under an existing maintenance contract e.g., recurring landscaping, pest control, waste services |
✓ Terry + Dave ONLY Rationale: the spend is already approved in the budget or contract. |
| Physical Plant — over $5,000, non-routine / unique / capital project e.g., roofing project, one-time engineering work, capital improvements |
✓ Terry + Dave AND EITHER Frank OR Mike (only one required) Rationale: additional financial oversight for non-recurring or large discretionary spend. |
| Professional Services — under $5,000 | ✓ Frank + Mike |
| Professional Services — over $5,000 | ✓ Frank + Mike + Everett |
3 · Core routing rule (critical)
✓ Send invoices only to the required approvers. ✗ Do not include unnecessary directors.
4 · Manager quick decision flow
- Physical Plant or Professional Services?
- Amount under or over $5,000?
- If Physical Plant over $5,000: Routine / contracted? → Terry + Dave. Unique / capital? → Terry + Dave + (Frank OR Mike).
5 · Guiding principles
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