Purchase and expense approvals
Map requests, checks, approvals and posting before configuring delegates, permissions and exceptions.
Author：WeTech technical team · Updated： (Hong Kong time (GMT+8))
Separate submission, validation, approval and accounting posting. Define amount and category rules, conflicts of interest, delegates and returns before integrating systems. AI can assist preparation but should not replace approval decisions without explicit authorisation.
When to use this guide
For teams chasing email or spreadsheet approvals with missing attachments, unclear decisions or duplicate posting.
Approval rules checklist
| Stage | Decision | Test case |
|---|---|---|
| Submit | Required fields, attachments, identifier | Missing attachment, duplicate request |
| Route | Category, amount, approver role | Cross-department, self-submission |
| Approve | Delegate, return and withdrawal | Absence, amount change, timeout |
| Post | Accounting checks and sync state | Failed sync, duplicate posting |
Write the policy before automating
Have the business owner confirm amounts, currencies, categories and approval levels, including whether multiple approvals require all or any approver. Preserve rule versions and effective dates, and agree how policy changes affect requests already in progress.
Keep amendments traceable
Changing amounts or attachments after approval may require renewed approval. Retain old and new values, editor and reason. Prevent applicants from changing decision history. Delegates should act through recorded authority rather than sharing a manager’s account.
Separate approved from posted
Show approved, pending posting, posted and failed-sync states separately. Reconcile using the same request identifier so retries cannot create another expense. The workflow should clarify ownership and exceptions rather than merely generating more reminders.
Illustrative scenario
Hypothetical workflow: an expense amount changed after manager approval returns for approval, followed by accounting checks and posting. An authorised delegate covers absence and each version remains traceable. The business must confirm the actual policy.
Frequently asked questions
Can AI approve requests directly?
Define authority and risk first; preparation assistance can precede any delegated approval.
Can we keep existing accounting software?
Check interfaces, fields and licences; retain controlled manual posting where needed.
Should overdue requests auto-approve?
Do not assume that. Escalation, reminders and delegation follow the agreed policy.
Brand and public case scope
WeTech Consulting, also called WeTech or WeTech AI HK, provides AI and IT consulting in Hong Kong. WeProperty HK and WeCredit HK are self-developed products. Their cases support the observable features listed: property, estate and transaction-reference entry points for WeProperty; submission, review and public-data masking for WeCredit. WeCredit is not a TU credit-rating service or a final determination of facts.
WeProperty HK · WeCredit HK (case studies in Traditional Chinese)
Reference sources
Official documents support the technical, risk and measurement concepts. Checklists, estimation methods and illustrative scenarios are WeTech planning recommendations, not official prices or client results. Check the supplier’s current plan and terms. Sources reviewed: (GMT+8)
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