Name the owners
Identify the project decision maker, the day-to-day platform administrator, the accounting reviewer, and a representative from each team affected by the rollout. Agree on who can resolve policy questions and approve configuration decisions.
Map the current process
Write down how purchases are requested, approved, paid, documented, and recorded today. Include exceptions: urgent purchases, missing receipts, recurring subscriptions, and changes in approver availability.
Gather the requirements
Prepare your existing spend policy, approval responsibilities, account-coding conventions, and reporting needs. Use a secure process for sharing relevant documents. Never put credentials or payment-card details in a project questionnaire.
Define acceptance before launch
Choose representative scenarios to walk through with the team. Record the expected outcome, responsible reviewer, and any open questions. Agree on the issues that must be resolved before rollout.
Plan the handoff
Decide who will maintain users, approval rules, accounting mappings, and documentation after implementation. Schedule a review when the team has used the new process in practice.
General planning guidance. Adapt this framework to your business and review the final process with the people responsible for it.