Capital project intake, with the funding decision built in.
Take every capital request from first idea through screening, business case and funding approval in one gated record. Funding is requested at the gate, drawn against your line of business envelope, and approved by the people your policy names.
- Multi-year Capex and Opex on every request
- Funding approved before a project exists
- Live in weeks, not quarters
Capital project intake that holds up when the request is complex
Capital requests are long, they move through more than one phase, and the funding decision is the point of the whole process. Here is how that plays out in three situations most capital teams know well.
A $2.3M request arrives with half the information missing.
The plant team sends the Line 4 upgrade as a spreadsheet attachment. Downtime impact is blank, nobody has said whether it needs a safety review, and the capital committee meets Thursday.
Every capital request follows your template, phase by phase.
Each type of request has its own template, built from gates and sections of fields. A request cannot move to the next gate until the gate in front of it is complete and approved.
- Screening and business case as separate phases, with a phase-end gate that closes screening before the business case opens.
- Fields that appear only when they apply, for example safety questions when the asset type is production equipment.
- Required answers checked at each gate, so the committee sees complete requests that can be compared.
Capital funding decided at the gate, before a project exists
In most capital processes, the business case is approved in one place and the money is found somewhere else. In Completix, funding is requested on the request itself, at the gate where your process decides it.
- A multi-year budget plan. Capex and Opex by fiscal year on the request, for a two-year upgrade as easily as a one-year one.
- Drawn against an envelope. Funding requested as a draw shows as pending on the line of business envelope, against the request, so finance sees what is waiting.
- Approved by a person. A funding manager approves each draw. Nothing is released automatically.
- A gate that waits for the money. With Wait for funding approval switched on, the gate stays open until every fiscal year's funding is approved.
Your policy names the approvers. People decide. Completix keeps the record.
Capital requests rarely have a single approver. Completix routes each gate to the people your policy names, based on what the request actually says, and logs every action on the request itself.
Rules on any field
Budget, asset type, line of business or any other intake field, combined with AND and OR.
Approvers in parallel
People and groups review at the same time, and every one of them must approve.
A decision on every gate
Approve, Reject or Need more info, recorded with who and when. Funding is never released automatically.
Three capital business cases are ready. The envelope has $2.1M left.
Line 4 Packaging Upgrade, Cold Storage Expansion and Dock Door Automation have all passed screening. Together they need $2.95M this year. Each one is a sound request. The real question is which combination you can fund and still staff.
Model the shortlist, then compare.
Intake requests do not carry a schedule or a resource plan. For the requests you are weighing up, you create what-if models with an estimated schedule, budget and team, group them into scenarios, and compare capacity by named person alongside cost. The live plan stays untouched until you apply one.
Scenario A fits the envelope but loads the maintenance team past capacity in August. Scenario B leaves headroom and moves Line 4 to next year. The committee decides, with both in front of it.
See scenario planningMonths later, finance asks who approved the capital, and when.
Because the decision happened inside the request, the answer is already there. The final gate promotes the approved request to a project, and in Completix every project starts from an intake request, so each capital project has a recorded path back to its gates, approvers and funding.
- History on the request. Every submission, approval, rejection and request for more information, with who and when.
- Funding on the record. Each fiscal year's draw and the funding manager who approved it.
- Delivery in the same place. Once promoted, the project runs with a schedule, RAID logs and a budget with forecast, actuals and EAC.
Capital project intake, common questions
What is capital project intake software?
It is software that takes capital requests from first idea to a funding decision in one controlled process. In Completix, each request follows a template split into gates, funding is requested and approved at a gate, and the approved request is promoted to a project with its history attached.
Can Completix handle a long, multi-phase capital request?
Yes. A template can hold several gates, each with its own sections of fields, and a gate can end a phase, for example closing screening before the business case opens. Fields can carry visibility conditions, so people only see the questions that apply to their request.
Can funding be approved before a project exists?
Yes. Funding can be requested at an intake gate, by fiscal year and split into Capex and Opex, and a funding manager approves it. Nothing is released automatically. A gate can also be set to wait until its funding requests are approved.
Who approves a capital request?
Your approval policy decides. Rules can use any intake field, combine conditions with AND and OR, and name people or groups. Approvers in a gate approve in parallel, every one of them must approve, and each can Approve, Reject or ask for more information. Every action is logged with who and when.
Can we see whether a request fits our budget and capacity before we approve it?
Intake requests do not carry a schedule or a resource plan, so for the requests you are weighing up, you create what-if models with an estimated schedule, budget and team. Models can be grouped into scenarios and compared side by side, and the live plan does not change until you apply one.
Does Completix replace our ERP or financial system?
No. Your ERP stays the system of record for accounting, and invoice approval stays in your financial system. Completix holds the intake, the funding decisions, project budgets with forecast, actuals and EAC, and the portfolio view.
Which kinds of capital programs does this suit?
Any capital program with a structured approval path, for example plant and equipment upgrades in manufacturing, facilities and infrastructure in the public sector, campus projects in education, and engineering programs.
How long does it take to set up?
Typical deployments go live in weeks. On enterprise plans, configuring your request templates and approval policies is included in the annual subscription. A changed template only applies to new requests, so requests already in flight keep their version.
See how your capital requests would run in Completix.
Tell us how capital requests move through your organization today, from first idea to funding decision, and we will show you how gated intake with funding at the gate would handle it.
- Live in weeks, not quarters
- No mandatory system integrator
- Configuration included on enterprise plans