About this template
Authorization Policy & Approval Instructions 2026/2027 – complete template package
Create clear routines for the approval of supplier invoices, authorizations, and payment approvals. An editable package for Swedish companies with professional Word templates, searchable PDFs, a functional Excel workbook, and a separate user guide.
Delivery: 3 DOCX + 3 PDF + 1 XLSX in a ZIP file. Swedish, adapted to Swedish conditions. Price 79 SEK.
About the document template
Suitable for financial managers, business executives, and boards who want to make the invoice flow safer and more traceable. The instructions distinguish between the requester, the content reviewer, the final approver, and the payment authorizer. Customizable fields manage cost centers, amount limits, validity, and responsibilities.
Included in this package
| Document | Format | Function |
|---|---|---|
| Approval and payment instructions | DOCX + PDF | Roles, approval chain, amount limits, conflict of interest, discrepancies, bank checks, and authorization. |
| Decision and authorization register | DOCX + PDF | Decision support, validity, and authorization register for named individuals and roles. |
| User guide | DOCX + PDF | Instructions per section, checks before signing, and common risks. |
| Approval matrix and invoice log | XLSX | Approval matrix, invoice log, status indicators, periodic checks, and summary overview. |
The Word files are fully editable. The PDF files correspond to the Word versions and are searchable. The Excel file contains data-validated status selections, formulas, and control flags, not just empty sheets.
How to use the package
- Identify who will be requesting, reviewing, approving, and authorizing payments.
- Specify the company's actual mandates and amount limits in the Word instructions.
- Determine special controls for conflicts of interest, personal expenses, and changed supplier bank accounts.
- Formalize the decision and list current approval authorizations.
- Enter the corresponding authorizations in Excel and track invoices using the invoice log.
- Regularly verify that accounting documentation, approval decisions, and bank authorizations match.
Practical example
A company with several buyers decides that a requester reviews the delivery, while an authorized manager approves the final payment within the set amount limit. A second authorized person verifies the payment in the bank environment. If a new bank account is used, the details are verified via an independent contact channel before the payment is approved.
Common mistakes to avoid
- Approval without documentation or documented authorization.
- Allowing the same person to change a supplier's bank account number and independently release the payment.
- Amount limits that do not correspond to the established decision.
- Conflicts of interest or approval of one's own expenses without independent review.
- Treating Excel status as a confirmed bank payment.
Important legal information
An internal approval instruction is not in itself a statutory standard document for all limited companies. It does not replace the articles of association, board decisions, external signatory power, bank mandates, bookkeeping, or supporting vouchers. Authorizations must be assessed based on the company's actual governance and risks. Particularly complex arrangements should be reviewed by a lawyer or a qualified accountant.
Frequently asked questions
Is approval the same as having signatory power?
No. Approval is an internal authorization. The external right to represent the company must be assessed separately.
Is the Excel sheet an accounting system?
No. It is a supplementary register for authorizations, matters, and controls.
Are there fixed statutory amount limits for approval?
There is no general amount limit that this template can set for all companies. Enter the company's established limits.
Can the package be used in a small limited company?
Yes. However, the control routines must be adapted to staffing and independent checks.
In what language is the template delivered?
All delivered documents are in Swedish.
Format and delivery
Digital ZIP download, 3 × Word (DOCX), 3 × PDF, 1 × Excel (XLSX). No physical delivery. The file package must be linked to the digital product before automatic delivery can be guaranteed.
Related products: Board of Directors' rules of procedure and CEO instructions, Contract register and contract monitoring.
Sources: The Swedish Companies Act, The Accounting Act.
