Attach invoices, collect vendor forms, request missing proof. Every one is ready to run, and you can adjust it in plain language.
Add current budget balances to pending purchase discussions.
Your reviewers can see a current budget balance beside pending purchases before deciding, with a fresh note when the figure changes.
Ask suppliers to add missing W-9s to their approval cards.
Suppliers know which form to send, and your approval cards show why they are waiting.