Templates / Purchase requests
Free template · Finance
Purchase request form template
Anyone can ask to buy something with the cost and the reason up front. A manager approves or declines it, the order number is recorded, and everyone can see when it arrived.
Free during the pilot · Change any field or step
The steps
- Review · RequestedCheck the budget and approve or decline.
- Ordered · ApprovedPlace the order and add the order number.
- Received · Done (closed)The item arrived.
Purchase requests
Your logo and colors go here
- What do you need? *Short text
- VendorShort text
- Estimated cost *Money
- Needed byDate
- Why?Long text
Who it's for
Multi-location retail
Store managers request supplies and equipment; the office approves and orders.
Small offices
No more "can I expense this?" emails without a cost or reason.
Nonprofits and schools
A clear record of who asked, who approved and what it cost.
Tips for using it
Require the estimated cost
It's required in the template, so approvers never have to ask.
Add a rule for big purchases
Add a step rule or an approver field for anything over your limit.
Record the order number
The Ordered step is where the order number goes, so receiving can match it.
Report spend by month
A report on Estimated cost by month and location shows where money goes.
Questions
What's the difference between a purchase request and a purchase order?+
A purchase request is the internal ask ("we need this"). A purchase order is what you send the vendor once it's approved. This template covers the request through to receiving.
Can approvals depend on the amount?+
Yes. Add a step rule so larger amounts need a manager before they can move to Ordered.
Does it connect to accounting software?+
You can send approved requests to other apps with a webhook or Zapier.
Learn more
- How-toHow to set up a purchase approval process for a small businessA simple purchase request and approval process: ask with the cost and reason up front, approve or decline, record the order and confirm it arrived.
- BlogRunning more than one store? Give every location its own queue
- BlogReports that answer real questions, dashboards that build themselves, and a scorecard in your inbox every Monday
- BlogHow to choose a ticketing system for a small business (without paying for an enterprise help desk)
- FeatureYour own fields, steps and rulesStacks with the fields, steps, rules and automatic emails each kind of work needs.
- FeatureReports and dashboardsCharts in your brand colors, dashboards from templates, and a scorecard by email.
- FeatureAPI, webhooks and integrationsA public API, webhooks, Zapier and a connector for your own AI assistant.
See how it works, step by step
- How-to guide · 20 minutesApprove purchases before anyone buysA purchase request that can't be ordered until it's approved, moves on by itself when it is, and reminds the approver if it waits.
- Help articleStep rules (requirements)Make sure the right information is filled in before a ticket moves on or closes, so your records and reports are complete.
- Help articleAutomatic actionsLet a step assign the owner, fill in a field or call another system, so routine busywork happens by itself.
More templates
Start with the purchase requests template
Free while we build TicketStacker with a small group of businesses.