What a Modern CapEx Workflow Actually Looks Like

For hospitality teams managing more than just a project, they're managing a portfolio, and the CapEx workflow is everything.

It connects budget planning, vendor coordination, invoice tracking, draw requests, and reporting. And when it's messy or inconsistent, things fall through the cracks.

1. The CapEx Plan
Your starting point. Great projects begin with a clear, organized plan, not a spreadsheet buried in someone’s inbox.

2. Budget Creation
Move beyond siloed estimates and spreadsheet gymnastics. Start with real numbers, build clarity, and adjust with confidence.

3. Vendor Setup and Bids
From W9s to insurance docs, make onboarding easy. Managing bids should be organized and trackable.

4. CapEx Approval Chains
Approvals can be fast, clear, and auditable. No more guessing where a request stands or who’s holding it up.

5. Purchase and Contract Management
A central place for agreements, PO tracking, and vendor commitments. This is how financial controls actually work.

6. Invoicing and Documentation
Get invoice data into the process earlier. Fewer emails, fewer surprises, and fewer missing lien waivers.

7. Draw Package Creation
This is your reimbursement engine. The faster and cleaner this step is, the better your cash flow and compliance.

8. Financial Reporting and Auditing
Make audits and board reports simple. Track every change, every approval, every document.

9. Portfolio Oversight
See across all your projects. Know what’s at risk, what’s ahead, and what’s working. This is how modern teams operate.

This is the workflow we believe hospitality teams deserve. Simple, repeatable, and built for the complexity of real-world projects.

Have a gap in your current process? We’d love to hear about it.

This content was originally published as a 9-part series on Rivur’s LinkedIn page.