An approval matrix is a structured framework that defines who has the authority to review, approve, or reject documents, requests, or decisions based on roles, levels, and conditions. It ensures consistent, accountable, and compliant approvals.
What Is an Approval Matrix?
An approval matrix helps organisations clearly define approval responsibilities so decisions are made by the right people at the right level. It removes ambiguity, reduces delays, and strengthens governance across workflows.
What Is an Approval Matrix?
An approval matrix is typically presented as a table or rule set that maps actions or document types to specific approvers. It may include approval thresholds, escalation rules, and multi-level review requirements depending on risk or impact.
Why an Approval Matrix Is Important
- Clarifies approval authority and responsibilities
- Prevents unauthorised or incorrect approvals
- Improves speed and consistency of decision-making
- Supports governance, audits, and compliance
Common Approval Matrix Examples
- Document approval matrices for policies and SOPs
- Financial approval matrices based on spend limits
- Change management approval hierarchies
- Vendor and contract approval structures
Where Approval Matrices Are Used
- Document and records management systems
- Quality and compliance workflows
- Finance, procurement, and operations
- Regulated and audit-driven industries
Static vs Dynamic Approval Matrices
- Static matrices: Fixed approval rules with limited flexibility
- Dynamic matrices: Rule-based approvals triggered by conditions such as risk, value, or document type
How Approval Matrices Support Compliance
Approval matrices ensure decisions follow defined governance rules. Audit trails linked to approval steps provide evidence of proper authorisation and accountability during audits and inspections.
Best Practices for Designing an Approval Matrix
- Define clear roles and approval limits
- Align approval levels with risk and impact
- Document escalation and exception rules
- Automate approvals using workflow systems
Next Steps for Organisations
- Identify processes requiring formal approvals.
- Map roles, authority levels, and conditions.
- Implement an approval matrix within a document management system.
Learn how modern document management platforms support approval matrices by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is an approval matrix used for?
An approval matrix is used to define who can approve specific documents, requests, or decisions based on roles and conditions.
Is an approval matrix required for compliance?
Yes. Many governance and regulatory frameworks require defined approval authority and traceable decision-making.
Can approval matrices be automated?
Yes. Modern document management and workflow systems automate approval matrices using rules and role-based logic.
What happens without an approval matrix?
Without an approval matrix, organisations risk delays, inconsistent decisions, unauthorised approvals, and audit findings.
