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Capital Deal Approval Review

Deal approval for capital equipment bundles, read line by line as a receipt, so a free table or a deep service discount reaches the signer who holds that authority.

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Follow one enterprise deal from receipt to countersign ↓
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The problem

A 22% quote that is really 28.8% off once the free tables are counted

A capital deal for imaging rooms and C-arms arrives as a bundle: equipment, installation, a trade-in, six years of service, software and a multi-year commitment to buy disposables. The quote summary shows one overall discount, and the deal desk works out the rest by hand from the agreement, its schedules and exhibits.

That average hides what a signer most needs to see. Equipment placed at no charge drops out of the discount, a deep cut on service years sits behind a modest equipment price, and a supply price above the purchasing-group tier may be paying for the equipment. Revenue accounting and compliance hear about it after the signature, and a revised quote rides on the first approval.

Built forDeal desk managersDeal approversRevenue accountantsCompliance counsel

The Problem Today

Quotes show one average discount, so free equipment and deep service cuts slip past the approval rules.

1 in 10
quotes bundles equipment, service and supplies our estimate

Read by hand on each deal

  • Quote
  • Agreement
  • Price book
  • Matrix
  • Revenue wrong at closeAn embedded lease surfaces after the deal is signed
  • New quote, old approvalA revised quote rides on the first signature

The Solution

  1. Print the deal as a receiptEach promise is a line: equipment, each service year, supplies, trade-in
  2. Recount it at list priceFree items at list, the trade-in at appraisal, then the matrix applied
  3. Route each questionLeases to revenue accounting, bundled discounts to compliance, cited
  4. Sign at the stamped levelThe approver signs what they opened; large deals get a countersign

Built-in controls

  • No agent approves a deal or moves a price
  • A changed deal clears each signature
  • Each signer opens the record before signing

What You Get

Each deal is signed by the right person, with revenue and compliance questions settled first.

10,000 h
of quote review saved a year at a large maker our estimate
  • No discount past authorityLines counted the way the approval matrix counts them
  • Revenue booked as signedLeases and deferred revenue found before the signature
  • Discounts shown on invoicesFree items tied to supplies reach compliance counsel
One enterprise agreement, fourteen lines

A deal approval morning: an imaging and operating room bundle for 14 hospitals

A seven-year agreement for two hybrid room imaging systems, six mobile C-arms, eight surgical tables, service, software and disposables. Sales submitted version 3 at 16:40, after the cut-off for the overnight check.

demoThe health system, the equipment, the people, the prices and the agreement are sample data.

  1. 0109:10

    Version 3 sits unchecked, at 22.0% off and inside VP authority

    Commercial finance manager

    The receipt prints the deal as quoted, with no stamps, margins or signatures yet. The side panel says it arrived after the overnight check and that the quote's own figure, 22.0% off, sits at A3. Before the agents run, nothing on the page has been judged. She starts the check.

  2. 0209:11

    Stamps land line by line, and the tables carry three of them

    Commercial finance manager

    The agents run in order: the deal reader takes the quote and then the agreement, followed by the price book checker, authority stamper, revenue terms reader, discount disclosure checker and router. The equipment lines take A1 at 9% off. Line 3, eight powered surgical tables on a no-charge equipment-use schedule, gets an A4 no-charge stamp, a revenue stamp for a possible embedded lease, and a compliance stamp for a free item tied to another purchase.

  3. 0309:12

    Each service year is 41% off, against 9% on the equipment

    Commercial finance manager

    Service years 2 to 7 each list at $688,000 and net $405,920: A4 for a discount over 35%, and A4 again for a 35.6% margin under the 40% floor. A third stamp notes the service is far deeper off than the equipment. Beside the receipt, the agents' findings cite the schedule, the matrix and the margin floors for each claim.

  4. 0409:13

    Counted at price-book list, the deal is 28.8% off and needs A4

    Commercial finance manager

    The foot shows both counts. As quoted: $10,422,000 capital list and 22.0% off. At list, with the $944,000 of tables included and the trade-in at its $30,000 appraisal: $11,366,000, $8,095,220 net, 28.8% off, CFO authority. Capital margin is 36.6%, under the 38% floor. Four signatures are still needed.

  5. 0509:14

    Four signers, in order, each with the stamps that are theirs

    Commercial finance manager

    She routes the deal. Revenue review comes first, then compliance, then the deal approver at A4 with a five business day clock, then the CFO delegate's countersign because the deal total of $14,608,820 is over $10M. Nobody signs before the person ahead of them, and she signs none of them herself.

  6. 0609:25

    Operating lease for the tables, and the discount spread by allocation

    Revenue accountant

    She opens the schedule passages before each decision is allowed. The tables are used for 84 months against a 10-year useful life, and title stays with the manufacturer. She decides operating lease, lessor, and keeps the proportional allocation as drafted, which puts $621,343 into later years. Then she signs the revenue review.

  7. 0709:27

    Cleared with conditions that are written into the agreement

    Compliance counsel

    The agents describe the structure and say they do not judge whether it is lawful. After opening the schedule, the exhibit and the invoice clause, he clears it with two conditions: each invoice states the value of the tables and the discount on them, and the exhibit tells the buyer of its duty to report the discount. Both reach the deal documents.

  8. 0809:29

    Approved at A4 after opening the tables and the service years

    Deal approver

    Approve stayed locked until he had opened each line stamped at the deal's level. His reason comes from a fixed list: disposables margin carries the capital margin over the term. He signs under the CFO delegation, and the countersign panel says only the CFO delegate may sign next.

  9. 0909:31

    Countersigned over $10M, and the largest action has two names

    CFO delegate

    She opens the approver's signature, reason and the deal sums before she may countersign. The banner names the largest action in the queue that morning, this deal at 28.8% off at list, with who approved and who countersigned. The approval record now downloads; a new version from sales would clear every signature.

The same deal approval, counted twice

The approval matrix counts free items at list and the trade-in at its appraisal. The quote summary does neither.

LineAs quotedAt price-book list
Capital list$10,422,000$11,366,000, with the $944,000 of tables
Capital net$8,129,220$8,095,220, trade-in at appraisal
Overall discount and level22.0%, A328.8%, A4
Capital marginNot shown36.6%, under the 38% floor
Deal total with disposables$14,608,820Over the $10M countersign line

demoSample data, from the working solution. With the disposables minimum, the deal margin is 51.2%. That is the reason the approver chose for signing at A4.

Four lines the one-figure summary did not show

Eight tables at $0

Listed at $944,000 and placed on an equipment-use schedule, kept only while the disposables commitment lasts.

Service far deeper off than equipment

Each service year 41% off with a 35.6% margin, while the imaging systems and C-arms sit at 9%.

A trade-in over its appraisal

A $64,000 credit for four old C-arms appraised at $30,000. The $34,000 above it counts as discount.

Disposables priced over the tier

14% above the purchasing-group price: $803,600 over seven years, 94% of the tables' $859,040 standalone price.

demoSample data, from the working solution.

Around the sign-off

Queue, clean batch and versions behind the deal desk's approvals

What the deal desk and the signers open between the receipt and the record.

The approval queueDeals sorted by clock, with quoted and at-list discounts side by side, level, questions and state. Filters for A4, revenue, compliance and the clean batch.
The clean batch38 deals inside A1 and A2 with no question. The approver opens a sample of 8, drawn by rule and always including the largest.
Allocation draftStandalone, invoiced and allocated value for each obligation, from $14,638,820 of consideration. The revenue accountant decides.
Version 2 to 3Sales moved the tables from a 9% sale into a no-charge schedule and deepened service to 41%. At list, the discount went from 19.0% to 28.8%.
Deal documentsThe quote, agreement, schedules and exhibit with each passage the agents cite. Compliance's added invoice condition shows under the clause.
Audit trailEach decision and signature with its meaning and session, exported as CSV or JSON for the auditors.

demoSample data, from the working solution.

Six roles on one deal, and the person who routes it signs none of it

Each reads the stamps that are theirs.

Commercial finance manager
Sees
The receipt, its stamps and the queue by clock
Signs
Runs checks, routes, holds and sends back; signs no approval
Revenue accountant
Sees
Lease, allocation and trade-in questions with their clauses
Signs
Decides each question and signs the revenue review
Compliance counsel
Sees
Free or reduced items tied to another purchase, with the rule text
Signs
Clears, clears with conditions, holds or sends back
Deal approver
Sees
Each line stamped at the deal's level
Signs
Approves at the stamped level, and the clean batch on a sample
CFO delegate
Sees
The approver's signature, reason and the deal total
Signs
Countersigns large deals and approves rule changes that loosen
Capital sales manager
Sees
His deals in plain words and what to change
Signs
Submits new versions; read only on approvals

Approval, accounting and the lawfulness of a discount stay with people

The agents read, price and route. These are decided by a named person.

Approving or signing a dealThe deal approver signs at the stamped level; large deals are countersigned.
Changing a priceAgents read the price book and never override it; sales submits a new version.
Accounting treatmentWhether the tables are an operating or sales-type lease is the revenue accountant's call.
Whether a discount is lawfulThe discount disclosure checker describes the structure; compliance counsel decides.
Installing or using equipment before signatureThe assistant names the deal approver and the quality release lead, and gives no answer.

What deal desks ask about capital deal approval

What is deal approval for capital equipment?

Deal approval decides whether a quote is inside the authority of the person asking and who must sign it. This deal approval review prints each capital bundle as an itemized receipt, recounts it the way the approval matrix counts, and routes each stamp to the person who owns it.

Do the agents approve deals?

No. They read the documents, check the price book, stamp the authority each line needs and route the questions. The deal approver signs, and large deals take a countersign from the CFO delegate.

How does it count equipment placed at no charge?

At its price-book list. A free item is listed at what it would cost, so it counts toward the discount, and any tie to another purchase goes to revenue accounting and compliance.

What happens when sales submits a new version?

The change re-checker compares the versions, clears each signature, marks downloaded records unsigned and runs the check again from the top.

Does the approver have to open every clean deal?

No. Clean deals inside the lower levels form a batch, and the approver opens a sample drawn by rule, always including the largest. Any deal he doubts comes out of the batch and goes back to the queue.

Where do the documents come from?

From the quoting system, the contract management system, ERP pricing, the CRM, the revenue subledger and the refurbished equipment desk, all read only.

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Send us one bundled capital deal
with its schedules and exhibits.

We will print it as a receipt and show which lines need which signer.

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