Help Center / Purchase Requests

Tracking Your Purchase Requests

Once you've filed a purchase request, you can track its status as it moves through the approval process. Light keeps you updated every step of the way.

Finding Your Purchase Requests

To view all your submitted purchase requests:

  1. Open Light
  2. Go to Purchase orders in the main menu
  3. You'll see a list of your requests with their current status

Each request shows:

  • Item or purchase description
  • Amount requested
  • Status (see below)
  • Date submitted
  • Last updated date

Understanding Request Statuses

Your purchase request has one of four statuses:

In Review

Your request is waiting for your finance or procurement team to review it. This typically takes 1-2 business days.

Approved

Your request has been approved! Here's what happens next:

  • Depending on what you requested, a Purchase Order is automatically created or a vendor card is issued
  • Your finance team may contact the vendor directly to place the order
  • You'll receive details about the purchase order (PO number, delivery date estimates, etc.)
  • The order is being processed—no further action needed from you usually

Rejected

Your request was not approved. You'll see the rejection note from your approver, which might mention:

  • Budget constraints
  • Vendor not approved
  • Incomplete information
  • Policy issue

You can resubmit with changes or contact your manager to discuss.

Failed

If a purchase request fails due to a technical issue (e.g., problems creating a vendor card or setting up payment), Light displays detailed error information explaining what went wrong. This helps you understand the specific reason for failure and what actions you might need to take.

Messages and Notifications

When your request status changes, you'll receive:

  • In-app notification: A notification in Light
  • Push notification: A push notification on mobile and web, if enabled
  • Slack or Microsoft Teams notification: If Slack or Microsoft Teams is connected, you'll receive a notification when your request is approved or rejected (including the rejection reason when rejected)
  • Request notes: Any messages from your finance team explaining the status

Read these messages carefully—they often include next steps or what you need to do.

Following Up on Delayed Requests

If your request has been pending for more than 2 business days:

  1. Go to Purchase orders in Light
  2. Tap your request
  3. Look for a Contact Finance or Follow Up button
  4. Send a message to your finance team asking for an update

Or reach out to your manager or finance team directly—they're happy to help.

After Approval: Purchase Orders

Once approved, your request becomes a Purchase Order (PO). A purchase order is the official document that goes to the vendor. It includes:

  • PO number
  • Description of items
  • Price and payment terms
  • Delivery information
  • Any special instructions

Your finance team handles communicating the PO to the vendor, but you might receive:

  • Order confirmation emails from the vendor
  • Tracking information if it's a shipment
  • Invoice when the order is complete

What If You Need to Change Your Request?

If you submitted a request but need to modify it:

  • While in review: You can't edit a submitted request yourself, but you can add attachments (e.g., quotes or updated documentation). For any other changes, reach out to your finance or procurement team—admins can update pending requests on your behalf.
  • After approval: Contact your finance team if changes are needed—they may need to amend the purchase order.

Viewing Past Requests

Your complete history of purchase requests is stored in Light. You can filter by:

  • Status (In review, Approved, Rejected, Failed)
  • Date range
  • Amount

This is helpful for:

  • Budget tracking
  • Vendor history
  • Reviewing past approvals

Getting Help

Questions about your purchase request status? Reach out to:

  • Your manager: They know your budget and approval process
  • Finance/Procurement team: They handle the approvals
  • Light AI assistant: Ask the assistant in Light to look up your purchase requests and their current status
  • Light support: Check the Light app's help section if you have app-related questions

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