Small businesses often buy without a clear rule until a bill arrives that nobody expected. This procedure sets out the spending thresholds, how many quotes each level needs, who approves, how orders are raised and receipts checked, and what records to keep. It is written for budget holders rather than finance staff, with a threshold table and one example for each rule, so the rules can be followed without a specialist.

The sample is for the fictional Havenbrook Logistics, with four spending bands from £800 to over £40,000, a match tolerance of 2% or £40 on invoices, and payment within 30 days. Replace the thresholds with limits your regulator or constitution allows, set approval levels by role, and name who audits compliance and when the procedure is next reviewed.