Capital Improvement Renovation Request Software
Kissflow captures a capital or renovation request in a standard format, structures its justification and return-on-investment case consistently, checks it against available capital funds, routes it through facilities committee, finance, and board sign-off where required, and tracks actual spend against the sanctioned amount once work begins, so a dorm renovation and a boiler replacement can be compared on the same basis instead of a memo and a spreadsheet.
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A dorm renovation and a boiler replacement both want capital dollars this year, and only one of them can have them
Capital requests on a campus compete for a fixed pool of money against each other every planning cycle: a residence hall renovation, a lab buildout for a new grant-funded research line, a deferred boiler replacement that's been pushed a year too many times already. Each request needs its own justification and return on investment case, whether that's enrollment impact, research capacity, or simply the cost of not doing it, and each needs multi-level sign-off, department, facilities committee, VP of finance, and for larger projects, the board of trustees.
Most of this runs on a mix of memos and spreadsheets assembled once a year for the capital planning cycle, with no consistent way to compare requests against each other or track what was actually approved against what's actually being spent once a project starts. A NACUBO-style capital plan gets built from whatever data each requesting department is willing to send in, on whatever format they send it in.
Kissflow rebuilds this as a governed request-to-spend-tracking app: a capital or AFE-style request form, justification and ROI capture in a consistent format, a budget availability check, multi-level approval routing to facilities committee and finance, and ongoing spend tracking against the sanctioned amount once a project is underway.
What breaks when capital requests compete without a consistent process
Requests arrive in inconsistent formats
One department's memo and another's spreadsheet aren't comparable side by side.
Justification and ROI aren't standardized
Committee members can't compare requests on the same basis.
Multi-level approval has no tracked routing
Sign-off happens by hallway conversation, with no consistent record.
Spend isn't tracked against what was sanctioned
A project can drift over its approved amount with no automatic flag.
Six modules. Built to compare every capital request on the same basis.
Every module ships with default forms, routing, and dashboards. Configure each one to your capital planning cycle in the visual builder.
Capital request intake
Captures a capital or renovation request in a standard format, cost estimate and scope included.
Justification and ROI
Structures the business case, enrollment impact, research capacity, deferred-risk cost, consistently across every request.
Budget availability check
Verifies the request against available capital funds before it advances to committee.
Multi-level approval
Routes the request through facilities committee, VP of finance, and the board where required.
Spend tracking vs sanction
Tracks actual project spend against the approved amount once work begins.
Capital plan reporting
Rolls every request and its status into a single view for capital planning reporting.
From request to system of record in four steps
Submit
A department submits a capital or renovation request with its justification and cost estimate in a standard format.
Review
Availability is checked against capital funds and the request is reviewed by the facilities committee.
Approve
The request routes through finance and, where required, the board for sign-off.
Record
Approved projects are tracked against the sanctioned amount through completion, so every request is comparable on the same basis.
What changes when capital requests run on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Request format | A memo or spreadsheet, different for every department | A standard capital request form |
| Justification and ROI | Presented inconsistently, hard to compare | Structured the same way for every request |
| Budget availability | Checked informally, sometimes after committee review | Checked automatically before it advances |
| Approval routing | Hallway conversations and email chains | A tracked multi-level approval record |
| Spend vs sanction | Reconciled at project close, if at all | Tracked continuously against the approved amount |
| Capital plan reporting | Assembled once a year from scattered sources | Available on demand from a single system |
Connects to your ERP's capital project accounting; your ERP stays the system of record for project financials
Kissflow does not replace your ERP's capital project accounting module. It is the request, justification, and approval layer that feeds it a clean, comparable set of requests.
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Built to compare every capital request on the same basis
Requests compared on the same basis
Every request presents justification and ROI in the same structured format.
Budget checked before committee time is spent
Availability is verified automatically before a request reaches committee.
Multi-level approval on record
Facilities committee, finance, and board sign-off are all tracked on one request.
Live in weeks
The business office configures request forms and approval routing in the visual builder.
Spend tracked against sanction
A project drifting over its approved amount is visible before it's a year-end surprise.
Capital plan built from live data
No annual scramble to assemble a capital plan from scattered sources.
Related apps
Operational Budget & Approval Management System
The operating-budget counterpart this app's capital requests sit alongside in planning.
Institutional Budget Allocation and Approval Management System
The institution-wide allocation cycle a large capital request may also touch.
Facilities Maintenance Request & Work Order Management System
Where a maintenance request that outgrows its scope gets escalated into a capital request.
We help facilities committees compare every capital request on the same basis
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GVP & CIO at McDermott International, Ltd
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CIO, SN Aboitiz Power Group
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Talk to usGot questions? We're here to help.
Get SupportNo. Your ERP stays the system of record for capital project financials. Kissflow is the request, justification, and multi-level approval layer that feeds it a clean, comparable set of requests.
That app tracks ongoing operating budget spend within a fiscal year. This app handles one-time capital and renovation requests, from justification through multi-level approval and spend-vs-sanction tracking.
A renovation, a building system replacement, a lab buildout, or any project-based expenditure your institution routes through capital rather than operating budget approval.
Configurable fields standardize what every request presents, cost, expected benefit, and the cost of deferring, so committee members compare requests consistently.
Configurable by size, typically a facilities committee review, then VP of finance sign-off, with board approval required above a set threshold.
Yes. Actual spend is tracked against the sanctioned amount through project completion, flagging any drift automatically.
Yes. Every request and its status roll into a single reportable view instead of being assembled manually once a year.
Yes. Kissflow is certified to SOC 1, SOC 2, SOC 3, and ISO/IEC 27001.
