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Capital Expenditure Requests

The CapEx Requests template gives you one place to submit capital expenditure requests and collect the approval signatures they need. The full business case usually already exists elsewhere, so the template focuses on a short summary of the request, the supporting documents, and a clear signature trail. Department heads and managers submit requests; general managers, controllers, CFOs and CEOs approve them.

What's included

Field Description
Date Date and time of the request. Click Now to fill in the current date and time.
ID Generated automatically.
Status Where the request is in the process, starting at 1. New.
Department The department submitting the request.
Project Short description of what the money is for.
CapEx category The type of investment, for example Automation and Robotics.
Requested budget The amount requested.
Expenditure Category Calculated automatically from the requested budget. It sets which approval level applies.
General manager, Controller, CFO, CEO The approver for each level, each with its own signature field (Add eSignature).
Process owner The person who closes the request with the Process Owner closing signature.

 

Picture1-4

How it works

  1. Create a new request and fill in the Department, Project, CapEx category and Requested budget.
  2. Attach the documents that support the request, such as the business case.
  3. Check the Expenditure Category. Depending on the amount, the request needs approval from the general manager and controller, and for larger amounts also from the CFO and CEO. [TO CONFIRM: default amounts per level]
  4. Select the approvers in the Signatures section. Each person is notified as soon as their name is filled in.
  5. Each approver adds their eSignature to approve, or leaves a comment to explain a rejection. [TO CONFIRM: where approvers leave a comment]
  6. The process owner adds the closing signature.

Picture2-3

Signatures section with approver fields and Add eSignature checkboxes for general manager, controller, CFO, CEO and process owner

Expected result: Every request has a complete, traceable record of who approved it and when.

 

 

Adapting the template

  • Adjust the approval amounts per level to match your own approval rules
  • Update the CapEx categories and the department list to match your organization
  • Add status options to trigger automatic routing and workflows
  • Set up a dashboard showing approved and rejected requests per department or category