Business Process Document Template (SIPOC)

Business process description: owner, scope, SIPOC, swimlane process map, step table, controls, KPIs, exceptions, related processes

BusinessStandardprocess documentAktualisiert 20.10.2026

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Anleitung: Use to document how an end-to-end process runs today or should run. Fill the SIPOC before drawing the map so start, end and outputs are fixed. The main pitfall is a map and step table that drift out of sync.

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Process: [Process name]

Business process document that describes one end-to-end process: its purpose, scope, owner, SIPOC, process map with lanes per role, step table, controls, KPIs, exceptions and related processes. Based on common business process management (BPM) practice. Replace every [bracketed] value and every row marked Example.

Field	Value
Process ID	[PR-NNN]
Process name	[Process name]
Version	[1.0]
State documented	[As-is / To-be]
Process owner	[Role, @name]
Author	[@name]
Status	[Draft / Approved / Under review]
Last reviewed	YYYY-MM-DD
Next review	YYYY-MM-DD

1. Purpose

This process [does what] so that [customer] receives [output] that meets [quality, time or cost expectation].

Example: "The purchase-to-pay process turns an approved purchase need into a paid, correctly recorded supplier invoice, so that suppliers are paid on time and spending stays within approved budgets."

2. Scope and ownership

Trigger (start): [event, for example "an employee raises a purchase request"]
End: [event, for example "payment is posted and the invoice is closed"]
In scope: [business units, locations, systems, transaction types]
Out of scope: [for example, capital expenditure over 50,000, covered by PR-014]
Process owner: [@name], accountable for performance, changes and this document
Frequency and volume: [for example, about 1,800 purchase orders per month]

3. SIPOC

Suppliers	Inputs	Process (high level)	Outputs	Customers
Example: Requesting employee	Purchase request	1. Request	Approved purchase order	Requesting department
Example: Budget holder	Budget and approval	2. Approve	Goods receipt record	Supplier
Example: Supplier	Quote, goods, invoice	3. Order	Paid invoice	Finance (ledger)
Example: Procurement	Supplier master data	4. Receive	Spend report	Management
[Supplier]	[Input]	5. Match and pay	[Output]	[Customer]

4. Process map

The map below shows the main flow across the four roles involved.

5. Process steps

Step	Activity	Role	Input	Output	System	Time target
1	Example: Raise purchase request with supplier, amount and cost centre	Requester	Business need, quote	Purchase request	ERP	Same day
2	Example: Approve or reject request against budget and delegation limits	Budget holder	Purchase request	Approved request	ERP workflow	2 working days
3	Example: Create purchase order using approved supplier	Procurement	Approved request	Purchase order	ERP	1 working day
4	Example: Send PO and confirm delivery date	Procurement	Purchase order	Order confirmation	Email / portal	1 working day
5	Example: Record goods or service receipt	Requester	Delivery	Goods receipt	ERP	On delivery
6	Example: Match invoice to PO and receipt	Accounts payable	Invoice, PO, receipt	Matched invoice	ERP	3 working days
7	Example: Schedule payment in the next payment run	Accounts payable	Matched invoice	Payment	Banking	Per supplier terms

6. Controls

ID	Control	Type	Step	Owner	Evidence
CT-01	Example: Approval limits enforced by workflow	Preventive, automated	2	Finance systems	Workflow configuration report
CT-02	Example: Three-way match (PO, receipt, invoice) within 2% tolerance	Preventive, automated	6	Accounts payable	Match exception log
CT-03	Example: Supplier bank detail changes verified by call-back	Preventive, manual	Master data	Procurement	Call-back log
CT-04	Example: Monthly review of invoices paid without PO	Detective, manual	7	Finance controller	Signed review

7. Key performance indicators

KPI	Definition	Target	Current	Frequency
Example: Cycle time	Working days from request to PO sent	4 days or fewer	6.2 days	Monthly
Example: First-time match rate	Invoices matched without manual intervention divided by all invoices	85% or more	71%	Monthly
Example: On-time payment	Invoices paid by due date divided by invoices due	95% or more	89%	Monthly
Example: PO compliance	Spend with a PO divided by total third-party spend	90% or more	82%	Quarterly

8. Exceptions and escalation

Exception	Handling	Decision owner
Example: Urgent purchase without PO	Retrospective PO within 2 days; logged for monthly review	Finance controller
Example: Invoice above PO by more than 2%	Hold invoice; requester and procurement confirm or reject the difference	Procurement lead
Example: New supplier needed	Run supplier onboarding (PR-011) before step 3	Procurement
[Exception]	[Handling]	[Owner]

9. Roles and responsibilities

Role	Responsibilities
Requester	Raises accurate requests, confirms receipt promptly
Budget holder	Approves within delegation limits and budget
Procurement	Selects suppliers, issues POs, maintains supplier data
Accounts payable	Matches invoices, resolves discrepancies, schedules payment
Process owner	Monitors KPIs, approves changes, reviews this document

10. Related processes and documents

ID	Name	Relationship
PR-011	Supplier onboarding	Upstream: provides approved suppliers
PR-014	Capital expenditure approval	Alternative path above threshold
POL-[NNN]	Delegation of authority policy	Sets approval limits for step 2
[ID]	[Name]	[Relationship]

11. Change history

Version	Date	Author	Change
1.0	YYYY-MM-DD	[@name]	First documented version
[N.N]	YYYY-MM-DD	[@name]	[Change and reason]

Standard and licence note

Based on common business process management practice, including SIPOC and swimlane process mapping. This template is original text written for this collection. Template licence: MIT.