Purchasing at a hotel is often a team sport. Some people review orders for the right amounts, others for the correct coding, or the right time to place an order given available budgets.
And every hotel, and every purchase, is different. A case of gloves probably doesn’t need the GM’s approval. A $4,000 mattress order might. An engineering purchase may need to go through the Chief Engineer, while a large payment batch needs an extra set of eyes from finance.
We've seen some hotels wanting to adjust these rules depending on the season, or if they are noticing an increase in rogue spending and want to get budgets under control.
Now, you can build and adapt those workflows directly in Folio, with ease.
Approval roles and approval rules for Bills, Buy, Pay, and Expense are now configurable by your team, giving our managers more control over spend.
Immense Flexibility
Approval rules let you decide who needs to review a transaction and when.
Rules can be based on things like:
Dollar amount: add additional approval as spend increases
Department: route purchases to the right department head
GL code: create different workflows for specific spend categories
Budget variance: flag spend that pushes a department beyond budget
Requestor: adjust the approval based on who initiated the transaction
You can also chain approvals together. A department head can approve first, followed by the GM or regional team when additional oversight is needed.
The result is simple: you have the tooling to build the workflows that you want.
If you are a property admin, you can control them in your Property Settings. Everyone else can view them.
Built for hotel teams that change
Approval rules in Folio are built around roles, not individual people.
Instead of building a rule around “Sarah,” you build it around the “General Manager.” If someone changes properties, gets promoted, or leaves the company, simply update who holds that role. Your approval workflows stay intact.
And when someone is out of office, they can assign a time-bound delegate to cover their approvals without changing the underlying rules.
More control, less admin
Hotels shouldn’t have to choose between strong financial controls and fast operations.
With approvals now managed directly in Folio, property and finance teams can adjust their workflows as their business changes, whether that means a new department head, a different spending threshold, or a new corporate approval policy.
One set of controls, across the way your hotels buy, process bills, pay, and manage expenses.