A purchase request form template lets staff ask to buy something and lets a manager approve it before anyone spends money. Each request names the item, quantity, vendor, cost, budget line, and reason. In Taskade the request moves through Requested, Reviewed, and Approved, and an automation emails the approver at each step.
What Is a Purchase Request Template?
A purchase request template is the form and log a team uses to ask for spend: what to buy, from which vendor, at what cost, and why. A manager approves or rejects it, and only then does someone place the order. It gives a small business spend control without a procurement system.
What to Include on a Purchase Request
| Field | Why it matters |
|---|---|
| Requester and team | The approver knows who asks and whose budget pays |
| Date needed | Urgent requests get reviewed first |
| Item, quantity, and unit cost | The approver sees exactly what is bought |
| Total cost | Drives the approval limit and the second approver |
| Preferred vendor and quote | Lets finance compare prices, attach the quote as a file |
| Budget line or cost code | Ties the spend to a budget before it happens |
| Reason | One sentence on why the purchase is needed now |
| Approver and decision date | The audit trail for each request |
What's Inside
- Request fields: Requester, item, vendor, amount, budget line, and reason
- Approver and approval date: Who decided, and when
- Pipeline stages: Requested, Reviewed, Approved, Ordered, on a board
- Amount filter: Sort by amount so large requests get a second look
- Approver email: An automation emails the approver when a request reaches Reviewed
- AI check: Ask the AI to flag requests with no budget line or no reason
How to Use It
Step 1: Copy the app
Click Use Template to copy the pipeline app into your workspace.
Step 2: Name the stages
Rename the stages to Requested, Reviewed, Approved, and Ordered.
Step 3: Collect requests
Share a form or a link so staff submit requests with every field above.
Step 4: Route approvals
Set the automation that emails the approver, and send requests above your limit to a second approver.
Step 5: Close the loop
Move approved requests to Ordered, and log the purchase order number on the card.
Template vs App
This leaf opens the Sales Pipeline Workflow app, because a request moves through stages like a deal. For who approves what, add an approval matrix. After approval, track the order with the purchase order tracker. For a fully automated flow, see purchase request approvals.
Frequently Asked Questions
What is the difference between a purchase request and a purchase order?
A purchase request is an internal ask for approval. A purchase order is the document you send to the vendor after approval.
Is a purchase requisition the same as a purchase request?
Yes. Most teams use the two names for the same internal form. Pick one name and use it on every request.
Who approves a purchase request?
Usually the requester's manager. Above a set amount, finance or an owner approves too. Write the limits in an approval matrix so everyone knows the rule.
Can I set an approval limit by amount?
Yes. Add a rule that requests above an amount go to a second approver, and filter the board by amount.
Can staff submit requests from a form?
Yes. Share a form, and each submission lands as a card in the Requested stage.
Does the requester see the decision?
Yes. The requester sees the card move, and you can add an automation that emails them when it reaches Approved.