Do you have any recommedations of handling company related expenses for telephone, utilities, voip?

We need to re think our current process of managing expeses for our company related to Voip, Internet, Phones, ect.  We use approval routing but at the end of the year use the R4317 to close out the po's  then we will use the existing order to add a change order for the new year suffix = 015 for year.   The problem we have encountered is that due to the OTOT functionality it will add additional dollars to an already approved po thus requiring a higher level of  approval.

We thought we would look into modifying the OTOT = to the sales order functionality but we figured it may be better to change our process.  Not sure how your customers manage the company expenses.