Purchasing process

The goal of our spending and purchasing policies is to enable roles to be fully accountable for the work they do including spending.

The process creates clarity, openness, and autonomy for roles.

The short version of the policy is that you can

Spend up to € 5000,- if you feel it’s necessary
€5.000 to €25.000 by announcing and motivating it, including answering clarifying questions. Other roles can object to your spending. The role 'Purchasing Negotiator' can assist with negotiations.
Spend > € 25.000 by following the investment process. Also, there is a role 'Purchasing Negotiator' with a domain about negotiating in these contracts.

Details on all of this are in the…

Spending Policy

The administrative side

On which entity needs an invoice?

For clarity sake below how we you (and finance) is handling with it. To note: The information/rules below are not 100% black and white. Some areas could look grey. There can be exceptions because of fiscal rules, so not everything can be tackled with the following rules.

General costs (for everybody)

If its specific for an entity then the invoice should be on that entity. Marketing costs for Germany/Europe -> on Voys Europe.
Developer/tech stufff which was usually related to Spindle/ Voys Partners (VoIPGRID)-> still Spindle/ Voys Partners (VoIPGRID)
Commercial stuff which was usually related to Voys/Voys One/etc. -> still the same
A subscription which is currently on an entity can still remain on that entity. Finance will distribute everything above 1k monthly.
If you're on the payroll of Voys NL, for example, but you travel to Portugal from your Growth role, the accommodation/travel costs will initially be charged to the entity you're on the payroll for. So make sure the invoices are created for that entity as well. Put in the ordersheet under note for which country you are making this trip, Finance will then make sure it is processed to the correct entity.