Purchase Requisition Form Template
Standardize how your team requests purchases, so approvals move faster and budgets stay in control.
Most organizations have a purchase requisition process; few people know exactly how it works. In reality, people email their manager, CC finance, maybe attach a quote, and hope for the best. Approvals happen inconsistently, budget tracking is reactive, and by the time someone realizes spending is over budget, it's too late to do anything about it.
This purchase requisition form template creates a clear, standardized path from request to approval. Requesters provide vendor details, item descriptions, quantities, estimated costs, justification, and budget codes, one question at a time. Conditional logic adds approval fields for requests above certain thresholds and adjusts required information based on purchase category. Submissions route to the appropriate approver via email or Slack and log to Google Sheets through Zapier for budget tracking.
Customize the approval thresholds, department structures, and budget categories to match your organization's procurement policies. Add your branding and share on your company intranet. A clean process creates clear accountability and better visibility into spending.
A purchase requisition form is an internal document that an employee submits to request approval for a purchase before it's made. It details what's being requested, why it's needed, estimated costs, the preferred vendor, and the relevant budget or cost center. Unlike a purchase order — which is sent to the vendor — a requisition is an internal approval step.
A requisition form creates a checkpoint between identifying a need and spending money on it. They enforce budget discipline, ensure appropriate approvals are obtained, create an audit trail for spending decisions, and prevent unauthorized or duplicate purchases. For organizations of any size, it's a basic financial control that prevents costly surprises.
Cover the information approvers need to make a decision:
- Requester name, department, and manager
- Description of items or services needed
- Business justification for the purchase
- Estimated cost and preferred vendor
- Budget code or cost center
- Requested delivery date
A purchase requisition is an internal request for approval — "I'd like to buy this." A purchase order is the external document sent to a vendor after approval — "We are buying this." The requisition comes first — once approved, the information from the requisition is used to generate the purchase order. They're sequential steps in the same procurement process.
Use conditional logic to identify which submissions need elevated approval (based on amount, category, or department). Then configure your Zapier integration to route those submissions to the appropriate chain — direct manager for amounts under $1,000, department head for $1,000-$5,000, finance director for anything above. Each approver receives a notification with the full request details.
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