# Purchase Requisition Approval to the Right Approver

Source: https://maito.app/workflows/route-purchase-requests-to-the-right-approver

Maito reads each purchase request, checks the amount and job budget, routes it to the right approver and drafts the PO once approved.

Maito turns a purchase request into a structured one, routes it by amount, and checks it against the job budget.

[Finance](https://maito.app/workflows/team/finance) · [Construction](https://maito.app/workflows/industry/construction) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)
-   Gmail
-   Microsoft 365
-   Superhuman Mail

## How do you route purchase requests to the right approver?

To route purchase requests to the right approver, send them to Maito. It reads the request, picks the approver by your amount rules, checks the job budget in your accounting software and posts the request with spend so far. When the approver agrees, it records it and drafts the purchase order.

## How it's done today

Requests and budget questions are buried in email until someone approves by reply.

## What Maito does

1.  Capture item, quantity, job and amount
2.  Check the approval threshold
3.  Route to the authorized person
4.  Record the decision before a PO exists

## Example

Loop run: Purchase request form submitted · Luis

**Maito** (2:00 PM):

@Carlos, Luis requests 40 sheets of 3/4 in plywood for job 2041 Maple St: $2,340.00. That is between $1,000 and $5,000, so it needs you.

**Job budget for materials:** $18,000.00  
**Spent so far:** $16,900.00  
**Remaining:** $1,100.00

Catch: this request puts the job $1,240.00 over its materials budget. Luis didn't mention it.

From the request form and the job costs in the accounting software. No purchase order exists yet.

**Carlos** (2:05 PM):

Approve it. Note the overage and ask Luis to confirm the quantity is right.

**Maito** (2:06 PM):

Recorded: approved by Carlos at 2:05 PM, with the $1,240.00 overage noted. I asked Luis to confirm 40 sheets. Draft PO-0847 is in the accounting software, unsent to the supplier.

## How to set it up

When something happens Route purchase requests to the right approver

Ask your agent

“When someone submits the purchase request form, check the amount against our approval limits and job budget and send it to the right approver in Slack.”

Connect accounting software

-   QuickBooks
-   Xero

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Use forms

-   Typeform
-   Tally

No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It applies the approval rules you give it. A budget outside the accounting software is invisible to it.

## Questions

### Does it approve requests itself?

No. The approver you name decides. Maito records the answer.

### Does it send the PO to the supplier?

No. It saves a draft in your accounting software, unsent.

### Which tools does it use?

QuickBooks or Xero, email, and request forms like Typeform or Tally through a skill.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Froute-purchase-requests-to-the-right-approver)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)