CapEx audit

Every Monday, flags capital spend without approval, over budget or not yet capitalized, and asks each project owner why.

Live example

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Every Monday, go through our CapEx register and flag spend with no approval, projects over budget by more than 10%, and assets in service that haven't been capitalized. Ignore flags that are only timing, like an invoice logged before its approval. Ask each project owner about their flagged lines on a form, all at once, and remind them after two days. Then email our controller a summary with each owner's answer.

Here's the plan:

Find exceptions: every Monday at 8am, reads your CapEx register and flags spend with no approval, projects more than 10% over budget, and assets in service that aren't capitalized. Flags that are only timing are left out.
Ask each owner: emails every project owner with flagged lines a form to explain them, all at once, and reminds them every two days.
Send the controller a summary: once every owner has answered, emails your controller each exception, the owner's answer and what is still open.

Set your controller, your CapEx workbook and the tolerance in the settings. Tell me what to change. For example: "Only flag projects over 15%."

Every Monday

Runs every Monday at 8am.

Timer

Find exceptions

Flags spend with no approval, over-budget projects and uncapitalized assets in service, skipping timing-only flags.

Some lines were flagged.

← Find exceptions

Ask each owner

Asks every project owner about their flagged lines at the same time, each on their own form.

Nothing was flagged.

← Find exceptions

Every owner has answered.

← Ask each owner

Send the controller a summary

Emails the controller each exception, the owner's answer, and what is still open.

Waits

Owner explains

Needs input

Emails the owner their flagged lines with a form to explain each one, and reminds them every two days.

Waits for a reply

Continues after 2d

Step by step

Capital spend drifts: purchases go in before their approval, projects run over budget, and finished assets sit uncapitalized. Every Monday, Malleable checks the CapEx register, asks each project owner about their flagged lines, and sends the controller a summary.

1Every Monday, Malleable reads your CapEx register
2It flags spend with no approval, projects more than 10% over budget, and assets in service that aren't capitalized, and leaves out flags that are only timing
3It emails every project owner with flagged lines a form to explain them, all at once, and reminds them every two days
4Once every owner has answered, it emails the controller each exception, the owner's answer and what is still open

What the team gets

Every line checked against its approval and budget
Owners explain their own lines
One summary for the controller each week

Apps it uses

Google

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