Replacing Excel for Purchase Order Approvals in Facilities Management

Facilities Management organisations may use Excel for purchase order approvals because it is quick to adapt and can hold the information the team needs without waiting for a new software project. In this setting, work is organised around buildings, sites, assets, service requests and contracted activities, often with several teams sharing responsibility.

That flexibility is useful, but the spreadsheet can gradually become more than a file. It may start coordinating requests to spend money that need to be reviewed, approved and converted into a controlled order reference. At the same time, CAFM, maintenance, finance or contractor platforms may cover standard processes while Excel fills contract-specific or customer-specific gaps.

This guide is about recognising that point and choosing the proportionate next step. The answer may be a better workbook, an existing software product, an extension to a system already in use, or a custom app built around the actual workflow.

How purchase order approvals is usually handled in Excel

A purchase order spreadsheet may track requester, supplier, description, value, department, approver, status and an order number generated or copied manually. Typical information can include requester, supplier, items or description, value, department or project, approver and order reference.

In facilities management, the workbook often sits inside a wider process rather than operating on its own. updates often need to happen at the building or asset rather than only from an office. Requests and planned work can pass between service desk, internal teams, contractors and client contacts.

That surrounding work matters because a spreadsheet may be perfectly capable of storing the rows while still being a poor place to coordinate every decision, hand-off and update.

Where the spreadsheet starts to break down

The useful question is not whether Excel can technically hold more data. It is whether the team is doing increasing amounts of manual coordination around the workbook.

Common failure points for purchase order approvals include:

• requests start in email and are entered after the fact
• approval limits or routes are applied manually
• order numbers are generated inconsistently
• changes after approval are difficult to distinguish from the approved request
• requesters cannot see where their request is waiting

The sector adds its own practical pressure. Photos, completion notes, certificates, job sheets or site documents may need to stay with the relevant work record. Managers may need views by building, contract, asset, work type, contractor or status.

Signs you have outgrown Excel

A spreadsheet is more likely to be acting as an operational system when several of these are true:

• staff ask finance for the next order number
• approvals depend on forwarding chains
• duplicate or skipped references appear
• the approved amount and final order differ without a clear reason
• spend reporting requires manual cleanup
• one person has become the keeper of the workbook and the rules around it
• staff maintain side lists, emails or messages because the spreadsheet does not cover the whole workflow

These are not arbitrary limits. A workbook with many rows can be completely manageable, while a smaller file can be difficult if it has to coordinate several people, permissions, decisions and external systems.

When Excel is still suitable

Excel can remain practical for low volumes with a simple approval route and one administrator controlling order references.

It is also worth improving the workbook before replacing it if the main problem is inconsistent structure. Controlled lists, clearer ownership fields, protected calculations, better naming and a single shared location can remove a surprising amount of friction.

Excel can remain valuable after part of the workflow moves into an app. Teams may still use it for flexible analysis, modelling, ad-hoc reporting or data exports where a grid and formulas are the right tool.

What a better workflow could look like

A replacement should not copy the spreadsheet cell by cell. It should make the real route through purchase order approvals clear and give each person the information and actions they need.

1. Create the purchase request

Capture supplier, purpose, items and relevant coding before the commitment is made. For facilities management, this should reflect that work is organised around buildings, sites, assets, service requests and contracted activities, often with several teams sharing responsibility.

2. Validate the request

Check required information and references so incomplete requests do not enter the approval queue. The design should make sense for service desk staff, facilities managers, engineers, cleaners, contractors, supervisors and client teams, rather than assuming one office-based owner.

3. Route for approval

Send the request through the agreed approval path and keep the decision against the same record. This is especially useful where requests and planned work can pass between service desk, internal teams, contractors and client contacts.

4. Issue a controlled order reference

Generate or assign the reference after the required approval point instead of maintaining it manually in a shared cell. Where evidence is part of purchase order approvals, photos, completion notes, certificates, job sheets or site documents may need to stay with the relevant work record.

5. Track changes and fulfilment

Keep later amendments or completion information visible without overwriting what was originally approved. The resulting data should support the views people actually need: managers may need views by building, contract, asset, work type, contractor or status.

What is different about purchase order approvals in facilities management

Facilities purchase requests can originate from many buildings and often need contract or budget context before approval. The request may be operationally urgent while the formal purchasing process remains centralised. A replacement should capture enough context for a decision without forcing site teams to learn a full procurement system.

Failure patterns specific to this setup

• The replacement still fails if it does not record the building, contract or work item that explains the request
• The replacement still fails if it does not allow supporting quotes or specifications to travel with the approval
• The replacement still fails if it does not keep emergency or exceptional requests visible without silently bypassing normal approval rules

Practical details to design around

• Record the building, contract or work item that explains the request.
• Allow supporting quotes or specifications to travel with the approval.
• Keep emergency or exceptional requests visible without silently bypassing normal approval rules.

Where the system boundary should sit

Procurement or accounting software should continue to issue formal purchase orders. The custom workflow should manage the request and approval gap, then link to the order reference produced by the existing system.

Approval design lens

For purchase order approvals in facilities management, the difficult part is rarely storing the rows. It is deciding who can submit, what information makes a request complete, who has authority to decide, what happens when something changes, and which approved data moves onward. A useful replacement should make those decisions visible rather than hiding them in email.

What good looks like

• Requests arrive with enough context for an approver to make a decision.
• Approval thresholds and routes are applied consistently.
• Changes after approval are visible rather than overwriting the authorised request.
• The approved request connects cleanly to the formal purchasing process.

The process should also pass the combination-specific proof points below:

• Test routine stock purchases and urgent site-specific requests.
• Prove the correct contract manager receives the request from controlled context.
• Confirm how formal purchase-order references are written back after approval.

Questions to answer before replacing the spreadsheet

• What determines the approver: value, department, project, category or a combination?
• When does a changed request require approval again?
• Which system creates the formal purchase order?
• What must the requester be able to see after submission?

These questions should be answered with the real workbook, users and surrounding systems in front of you. They are more useful than choosing software from a feature list before the awkward parts of the workflow are understood.

A more specific hypothetical scenario

Consider an engineer needing a specialist replacement part at a client site. The request includes the site and equipment context, routes to the contract manager, and passes to purchasing after approval. The engineer can see the resulting order reference without keeping a separate spreadsheet row.

This scenario is illustrative and is not a customer case study.

What not to build

• Do not recreate supplier accounting or payment functions.
• Do not invent a second purchase-order number source if another system already owns it.
• Do not add complex procurement catalogue features unless they solve a real current problem.
• Do not duplicate a function already handled well by an existing system merely to make the new app look more complete.
• Do not move every old spreadsheet column into the new system unless it has a clear operational purpose.

Comparing the realistic replacement options

The cheapest-looking option is not always the lowest-cost operating model. Compare the amount of coordination, configuration, duplicated entry and compromise each option leaves behind.

Option	Why it can look attractive	The tradeoff to examine
Keep or improve Excel	Familiar, flexible and already paid for	A spreadsheet can number and list requests, but approval chains, revisions and status questions usually move outside it.
Buy an off-the-shelf product	Established product and a defined implementation route	Procurement software is strong when the purchasing model is standard. It can feel disproportionate when the real need is a focused, business-specific request and approval workflow.
Extend an existing core system	Keeps more data inside a platform the business already uses	Finance or procurement systems should own the formal order where they already do so. Extending them is useful only when their request interface and approval logic fit the people raising the spend.
Build a custom app	Designed around the workflow the business actually follows	A custom app can make the request and approval experience fit the organisation exactly, then hand the approved result to the system that should own the order.

For purchase order approvals in facilities management, the system boundary matters particularly strongly. Procurement or accounting software should continue to issue formal purchase orders. The custom workflow should manage the request and approval gap, then link to the order reference produced by the existing system.

A specialist product or existing module is still the right answer when the workflow genuinely fits it. The custom-app case becomes stronger when the spreadsheet exists precisely because the surrounding software cannot represent the organisation's rules, calculations, approvals, hand-offs, evidence or reporting without workarounds. In that situation, buying another generic product can leave the business paying for software while Excel continues beside it.

The Spreadsheet Assessment is the lower-commitment way to test that fit before agreeing a build. The recommendation can still be to keep Excel or use existing software if that is genuinely the better route, but the assessment is designed to identify whether the spreadsheet is filling a business-specific gap that deserves its own app.

What to include in a replacement system

A sensible first version should concentrate on the parts of purchase order approvals that people use repeatedly. Useful capabilities may include:

• purchase request form
• supplier and coding references
• approval routing
• order number control
• attachments
• amendment history
• reporting by requester, supplier or project

For facilities management, the design should also account for the way work is actually performed. Updates often need to happen at the building or asset rather than only from an office. Access and screen design should reflect service desk staff, facilities managers, engineers, cleaners, contractors, supervisors and client teams rather than assuming every user needs the same view.

Features should earn their place. If a rare exception can remain manual without creating risk or confusion, it may be better to leave it out of the first release and keep the core workflow simple.

Hypothetical example

Consider a hypothetical facilities provider supporting several buildings and service teams where staff email purchase requests to an administrator who records them in Excel and manually sends them to approvers. The spreadsheet is useful because it fills a gap, but staff have to keep the file synchronised with the work happening around it.

A replacement could change that flow so requests can enter one queue, follow the agreed decision route and receive a controlled order reference from the same record. The exact screens and rules would depend on the organisation, but the important shift is that the record becomes part of the workflow rather than a document someone has to update after the workflow has happened.

This is an illustrative scenario, not a customer case study and not a claim about a particular organisation.

Migration checklist

Before replacing the spreadsheet, work through the details that make the current process function:

• identify open requests and issued orders
• agree numbering rules
• clean supplier and coding lists
• test each approval route
• decide when the old spreadsheet stops issuing references
• map the people and hand-offs involved in facilities management
• identify information that already comes from another system and should not be re-entered unnecessarily
• preserve important calculations and business rules with representative test cases
• decide what old data genuinely needs to move and what can remain archived
• agree a clear cut-over point so the spreadsheet and app do not become competing operational records

The Spreadsheet Assessment is designed to work through this kind of detail before a build is agreed. It looks at the spreadsheet together with the process around it so the recommendation can distinguish between what should stay, what should change and what a first useful version would need.