Capital Expenditure Request Reviewer
A capital request can show a strong payback while quietly breaking policy - a project split into two POs to slip under the board-approval line, routine repairs booked as capital, or a five-figure buy with no competing quotes. This assistant reads each CapEx request against your approval-authority matrix, capitalization rules, and remaining budget, then recommends approve, adjust, or hold - landing as one row for a finance reviewer to confirm.
Category: Finance
How it works
- A capital request comes in - asset and scope, total cost and PO breakdown, ROI or payback, funding source, alongside your CapEx policy and approval-authority matrix.
- It checks each request: approval authority for the true project total, capital vs. operating cost (capitalize or expense), competitive-bid requirement, and budget remaining.
- It returns a decision - approve, adjust, or hold - with the authority and budget risk, the flagged items tied to their policy basis, and reviewer notes.
- Every review lands as one row in your queue for a finance reviewer to confirm before the spend is approved or a PO is issued.
Key benefits
- Catch project splitting that sidesteps board-approval thresholds
- Separate capitalizable assets from operating costs that belong in opex
- Enforce competitive-bid and budget limits before approval
- Give finance an audit-ready record on every capital request
Use cases
- FP&A and finance teams reviewing capital requests against policy
- Controllers enforcing capitalization and approval-authority rules
- Operations leaders submitting equipment and facility CapEx
- Finance leaders standardizing capital approvals across departments
Good to know
No external connection - your CapEx policy, budgets, and request details stay in your workspace. The assistant checks approval authority, capitalization, bid rules, and budget, then flags issues and recommends a decision; it never approves spend or issues a PO on its own. A finance reviewer confirms every request.
Frequently asked questions
How does the Capital Expenditure Request Reviewer catch split POs?
It reads the total cost of a project across all POs and compares it to your approval-authority matrix, flagging any project split into multiple POs to bypass a board-approval threshold.
Do I need to write code to use this assistant?
No, it works as a no-code template on Gaia - you just provide your CapEx policy, budgets, and request details, and the assistant checks them automatically.
Does it automatically approve or issue POs?
No, it only recommends approve, adjust, or hold with flagged issues; a finance reviewer must confirm every request before any spend is approved or PO is issued.
Can I customize the policy rules it checks?
Yes, you can update your CapEx policy, approval-authority matrix, and budget limits directly in your workspace, and the assistant will apply your latest rules.
Does it connect to external accounting or ERP systems?
No, it has no external connections - your CapEx policy, budgets, and request details stay within your Gaia workspace, so it works on your native table without any integrations.
