Team Money
Purchasing Approval Matrix Builder
Turns value bands and roles into a printable approval matrix with evidence requirements.
Takes about 4 minutes. Your answers stay in your browser, and no email address is required to see your result.
Who may commit money, and up to what?
Purchasing approval matrix — 3 rows
| Value band | Roles that may commit | Approval required | Evidence required | Rule for recurring spend |
|---|---|---|---|---|
| Up to £50 | All team members | None — within delegated limit | Receipt within 5 working days | No new subscriptions at this level |
| £50 to £250 | Team leads | Line manager approval before purchase | Receipt plus purpose note | Subscriptions need a named owner and renewal date |
| Above £250 | Founder | Founder approval before purchase | Quote plus receipt | Annual review before renewal |
Assumptions and limitations
- Thresholds are your commercial judgement. The tool structures them; it cannot assess your fraud or insurance risk.
- Separation of duties: whoever approves a payment should not also be the only person able to release it.
- Publish the matrix where the team can see it, and date it. An unpublished policy is not a control.
- The output is a draft for you to review and adapt, not a legally checked document.
Methodology and calculation
This tool is designed with transparency in mind. The results are calculated based on the following logic:
- Cross-tabulates value bands against roles and required evidence.
Limitations and scope
- Thresholds are your commercial judgement; the tool only structures them.