Purchase Order Approval for Real Estate
Routes purchase orders through a multi-level approval process based on amount thresholds and budget availability.
Supports Real Estate Institute compliance, trust account management requirements, and state property legislation documentation.
Workflow Stages
Purchase Request Submission
The requestor submits a purchase offer with item details, justification, and preferred vendor.
Inputs
- Purchase request form
- Item specifications
- Vendor quotes
Outputs
- Submitted purchase request
- Budget code assigned
- Approval routing initiated
Budget Verification
Verify that sufficient budget is available in the requesting department allocation.
Inputs
- Purchase request
- Department budget report
- Year-to-date spending data
Outputs
- Budget availability confirmation
- Budget impact analysis
- Budget hold placed if confirmed
Decision Points
- • Is budget available for this purchase?
Manager Approval
The department manager reviews and approves the purchase based on business need and budget.
Inputs
- Purchase request with budget confirmation
- Business justification
- Approval threshold guidelines
Outputs
- Manager approval or denial
- Approval comments
- Routing to next approver if above threshold
Decision Points
- • Is the purchase justified?
- • Does the amount require additional approval levels?
Procurement Processing
Convert the approved request into a formal purchase offer and submit to the vendor.
Inputs
- Approved purchase request
- Vendor details
- Purchase offer template
Outputs
- Purchase offer issued
- Vendor offer confirmation
- Settlement timeline established
Receipt and Verification
Receive the goods or services, verify against the purchase offer, and authorize payment.
Inputs
- Purchase offer
- Delivered goods or service confirmation
- Inspection checklist
Outputs
- Receipt confirmation
- Three-way match completed (PO, receipt, invoice)
- Payment authorized
Frequently Asked Questions
What if the delivered items do not match the offer?
Discrepancies are documented and reported to the vendor. A replacement, credit, or return is arranged by the procurement team.
What are the approval thresholds?
Purchases under a set threshold require manager approval only. Amounts above that threshold require additional approval from a director or executive, as defined in the procurement policy.
Can a purchase offer be cancelled after approval?
Yes, purchase orders can be cancelled before the vendor fulfills the offer. Cancellation after partial fulfillment may incur fees depending on the vendor terms.
Ready to implement this workflow in your business?
Our team can implement this workflow into your business operations with custom tools and training.