Part 1: Stuck waiting: The high cost of approval delays

Executive summary

Why are approval delays so costly?

Because they slow down projects, frustrate staff, and reduce finance’s credibility as a partner to the business.

What causes the delays?

Bottlenecks in email approvals, unclear policies, and manual oversight that doesn’t scale.

How can CFOs fix it?

By shifting to automated, rule-based workflows in expense management systems that approve routine spend instantly and escalate only exceptions.

Introduction: The hidden drain of waiting

Approval delays don’t always show up on financial statements — but they erode performance daily.

• Projects miss deadlines.
• Employees grow frustrated.
• Finance earns a reputation as “the team that slows everything down.”

For CFOs, the real cost isn’t just wasted time. It’s lost trust.

Section 1: Why approvals break down

Delays often happen because:

• Email-based approvals get buried.
• One-size-fits-all rules require manual sign-off for even small purchases.
• Lack of clarity leaves employees unsure what’s allowed.

What begins as a control measure ends as a bottleneck.

Section 2: The business impact of delays

Approval bottlenecks create:

• Slower execution — campaigns, projects, and operations stall.
• Employee frustration — teams waste time chasing signatures.
• Reduced accountability — staff bypass systems to get things done.
• Lost opportunities — delays cost deals, discounts, and credibility.

Time isn’t just money — it’s momentum.

Section 3: A real example of change

A national services business found that managers were waiting up to two weeks for finance approvals on routine expenses. Delays derailed projects and damaged relationships with suppliers.

After moving to bill payment software with automated workflows:

• Routine expenses within budgets were approved instantly.
• Exceptions were escalated to the right person automatically.
• Projects ran on schedule, and supplier trust was restored.

The CFO shared: “We didn’t lose control — we gained speed and respect.”

Section 4: The emotional cost of waiting

Beyond efficiency, delays create a cultural drag:

• Employees feel distrusted.
• Finance feels overwhelmed by admin.
• Leaders question why finance is slowing the business.

These frustrations compound into disengagement and loss of confidence.

Section 5: How to eliminate approval delays

CFOs can restore flow by:

1. Automating workflows — approve routine spend instantly.
2. Defining clear rules — budgets and policies visible upfront.
3. Escalating exceptions only — keep oversight without bottlenecks.
4. Tracking in real time — finance sees spend instantly, without chasing.

This approach balances control with agility.

FAQ

Why are approval delays so damaging?

Because they waste time, frustrate staff, and erode finance’s credibility.

How do automated approvals help?

They approve spend within limits instantly, reducing delays without losing oversight.

What’s the risk of manual approvals?

Bottlenecks, missed opportunities, and staff bypassing controls.

Can automation still enforce policies?

Yes — rules are applied automatically at the point of spend.

What’s the cultural benefit?

Employees feel trusted, and finance is seen as an enabler, not a blocker.

Conclusion: From bottlenecks to flow

Approvals shouldn’t hold the business back. With automation, finance enables momentum while maintaining control.

The reflective question: is your approval process protecting the business, or slowing it down?