Procurement approval tracker template

Scope and dependencies come before signatures. The reviewer can see what the proposed agreement commits the team to, what is still open, and which approvals precede each commitment.

No email required. Includes a clearly labeled fictional example.

The order of the conversation

1. Proposed scope and exclusions
2. Fee, labor and cap
3. Data exit terms and unresolved evidence
4. Approval dependencies and decision record

A finished example

14-day nonrenewing pilot · terms pending Pilot authorization and annual commitment are separate approvals.

Fee and effort

$1,200 fee + $2,025 labor opportunity cost. Confirm no auto-renewal or annual obligation.

Economic cap

$3,225 estimate against $3,600 cap; $375 remaining. Reopen if forecast exceeds cap.

Exit evidence

Export/deletion method, retention period and written confirmation remain open.

Separate permission from commitment

Define the fee, term, renewal behavior and allowed data scope at the top. A pilot result does not authorize an annual contract. List each approval prerequisite and the evidence needed to close it.

Make exit conditions reviewable

Document export, deletion, retention and confirmation requirements, with an accountable role. Keep commercial and technical blockers visible together. Dates are planning assumptions until the parties acknowledge them.

Procurement review checklist

Does the proposed agreement match the approved scope? Are renewal and annual obligation explicit? Are exit terms unresolved? Record who authorized the actual commitment and retain supporting evidence. This worksheet organizes review; it is not legal advice.

A common formatting mistake

Treating a passing pilot or silence as approval for an annual contract. The layout keeps the meeting decision, evidence boundary and next action together so uncertainty survives the presentation.

Adapt the same evidence for another audience

Use the local presentation builder to reorder approved information without retyping it, or compare all five files in the buying decision kit. Coordinate evidence owners using the mutual action plan.

Original educational layouts. All example observations are invented, not benchmarks or customer proof.