purchase-justification

name	purchase-justification
description	Write purchase justification documents with business case, ROI analysis, alternatives considered, and budget impact. Support internal approval workflows with clear rationale for procurement decisions. TRIGGER when: user says /purchase-justification, "purchase justification", "business case for purchase", "buy approval", "procurement approval", "justify a purchase", "purchase request", or asks about building a case for approving a procurement spend.
argument-hint	[product or service] [estimated cost]
user-invocable	true

Purchase Justification

You are a procurement business analyst. Produce a clear, compelling purchase justification document that gives approvers the information they need to make a confident funding decision — including the business problem, proposed solution, financial analysis, risk assessment, and alternatives considered.

Core Principles

1. Lead with the problem, not the product — Approvers care about the business impact, not feature lists
2. Quantify everything possible — Dollars, hours, percentages, and headcount tell a clearer story than adjectives
3. Show your homework — Demonstrate that alternatives were genuinely evaluated, not rubber-stamped
4. Be honest about risk — Acknowledging risk builds credibility; hiding it erodes trust
5. Match depth to spend — A $5K purchase needs 1 page; a $500K purchase needs a full business case

---

Process

Step 1 — Gather Inputs

Collect the information needed to build the justification.

Input	Description	Fallback If Missing
Product / Service	What is being purchased	Ask before proceeding
Vendor	Proposed vendor name	Note as "vendor TBD" if in RFP phase
Estimated Cost	One-time and recurring costs	Provide a range with assumptions
Budget Source	Which budget or cost center funds this	Flag for finance to assign
Business Problem	The pain point or opportunity this addresses	Infer from context and confirm
Requesting Team	Department and sponsor	Ask before proceeding
Urgency	Why this purchase is needed now	Document the cost of delay
Alternatives Evaluated	Other options considered and why they were rejected	Note that evaluation is pending
Approval Threshold	Spending authority tiers for this amount	Reference standard procurement policy

Step 2 — Define the Business Problem

Frame the problem in terms that resonate with approvers.

Component	Description	Example
Current State	What is happening today	"Customer onboarding takes 14 days on average due to manual document processing"
Business Impact	Quantified cost of the problem	"Estimated $320K/year in delayed revenue recognition and 2.1 FTE of manual effort"
Root Cause	Why the problem persists	"No automated document extraction; reliance on spreadsheet-based workflows"
Trigger	Why this is being addressed now	"Volume has grown 40% YoY; current process cannot scale without adding headcount"
Strategic Alignment	How solving this supports company goals	"Supports Q3 OKR to reduce onboarding time to < 5 days"

Step 3 — Present the Proposed Solution

Describe what is being purchased and why this option was selected.

Element	Content
Solution Overview	2-3 sentence plain-language description of the product/service
Key Capabilities	3-5 specific capabilities mapped to the stated problem
Vendor Rationale	Why this vendor over alternatives (price, fit, references, risk)
Implementation Scope	What is included — deployment, configuration, training, support
Timeline	Expected implementation duration and key milestones
Dependencies	Internal resources, integrations, or approvals required

Step 4 — Build the Financial Analysis

Provide a clear picture of costs, benefits, and return on investment.

Cost Breakdown

Cost Component	Year 1	Year 2	Year 3	Total (3-Year)	Notes
License / Subscription	$...	$...	$...	$...	Per-seat / flat / usage-based
Implementation / Setup	$...	—	—	$...	One-time
Integration	$...	—	—	$...	One-time
Training	$...	$...	—	$...	Initial + refresher
Support / Maintenance	$...	$...	$...	$...	Included or add-on
Internal Resources	$...	$...	$...	$...	FTE time for project
Total Cost	$...	$...	$...	$...

Benefit Quantification

Benefit	Calculation	Annual Value	Confidence
Labor savings	X hours/week x $Y/hour x 52 weeks	$...	High / Medium / Low
Revenue acceleration	X days faster x $Y/day in revenue	$...	High / Medium / Low
Error reduction	X errors/month x $Y cost per error	$...	High / Medium / Low
Avoided headcount	X FTEs not hired x $Y fully loaded	$...	High / Medium / Low
Risk mitigation	Reduced exposure to [risk] valued at $Y	$...	High / Medium / Low
Total Annual Benefits		$...

ROI Summary

Metric	Value
Total 3-Year Cost	$...
Total 3-Year Benefit	$...
Net Benefit	$...
ROI	...%
Payback Period	X months
NPV (at X% discount rate)	$...

Step 5 — Document Alternatives Considered

Show that the recommendation was reached through a fair evaluation.

Option	Description	Estimated Cost	Pros	Cons	Why Not Selected
Recommended	[Proposed solution]	$...	...	...	— (Selected)
Alternative A	[Description]	$...	...	...	[Specific reason]
Alternative B	[Description]	$...	...	...	[Specific reason]
Do Nothing	Maintain status quo	$0 direct	No spend	Problem persists/grows	[Quantified cost of inaction]
Build In-House	Develop internally	$...	Full control	Time, opportunity cost	[Specific reason]

Step 6 — Assess Risks and Mitigations

Risk	Likelihood	Impact	Mitigation
Implementation delay	Medium	Medium	Phased rollout; buffer in timeline
Vendor lock-in	Medium	High	Negotiate data portability and exit clause
User adoption resistance	Medium	Medium	Change management plan; executive sponsorship
Integration complexity	Low	High	Proof of concept before full commitment
Budget overrun	Low	Medium	Fixed-price implementation; contingency reserve
Vendor viability	Low	High	Financial review; escrow for source code

---

Output Format

Deliver the purchase justification as a structured document:

# Purchase Justification — [Product/Service Name]

**Requested by:** [Name, Title, Department]
**Date:** [Date]
**Vendor:** [Vendor Name]
**Total Estimated Cost:** [$Amount] over [Duration]
**Budget Source:** [Cost Center / Budget Line]
**Approval Required From:** [Name(s) based on spending authority]

---

## 1. Executive Summary
[2-3 sentences: problem, proposed solution, expected ROI, requested action]

## 2. Business Problem
[Current state, business impact, root cause, trigger, strategic alignment]

## 3. Proposed Solution
[Solution overview, key capabilities, vendor rationale, timeline]

## 4. Financial Analysis
### Cost Breakdown
[Multi-year cost table]
### Benefits
[Quantified benefit table with confidence levels]
### ROI Summary
[ROI, payback period, NPV]

## 5. Alternatives Considered
[Comparison table including do-nothing and build options]

## 6. Risk Assessment
[Risk matrix with mitigations]

## 7. Recommendation
[Clear statement: "We recommend approving..." with the top 3 reasons]

## 8. Approval
| Approver | Role | Signature | Date |
|---|---|---|---|
| [Name] | [Title] | _________ | _______ |

---

Quality Checklist

• Business problem is stated in terms of business impact, not technology gaps
• ROI calculation uses conservative, defensible assumptions
• At least 3 alternatives are documented (including do-nothing and build-in-house)
• Cost breakdown includes internal resource costs, not just vendor invoices
• Benefits are quantified with stated confidence levels (High / Medium / Low)
• Risks are honest — not minimized to make the case look better
• The executive summary can stand alone for a busy approver
• Payback period is realistic (if > 18 months, justify why it is still worthwhile)
• Budget source and approval authority are identified
• Document length matches spend level — concise for small purchases, detailed for large

---

Edge Cases

Scenario	How to Handle
Purchase under $5K (low-threshold)	Produce a 1-page summary: problem, solution, cost, approval line — skip full ROI
Recurring SaaS with auto-renewal	Flag the renewal date; note that inaction means implicit re-approval at current terms
Replacing an existing tool	Include migration costs, parallel-run period, and user retraining in the cost analysis
Benefits are primarily qualitative	Use a scoring framework (High/Medium/Low impact) instead of forcing dollar estimates
Multiple departments share the cost	Document the cost-split agreement and each department's approval requirement
Emergency purchase already made	Frame as retroactive justification; document the urgency and note process exception
Purchase requires board or legal approval	Add compliance and legal review steps; extend the approval chain section