Purchase Order Request template

A purchase order request form that gets spend approved before anyone commits: budget line, vendor, itemized description, estimated total, and needed-by date. One logic rule keeps it tight — if the manager has already approved, the form skips asking who needs to approve it.

Use this template Start free — no card

10 questions · works on the free plan (500 responses/month) · fully customizable

1 built-in logic rule

What’s inside

The questions this template ships with — rename, reorder, or delete any of them in the builder.

01Your nameShort text

02Which budget does this come from?Dropdown

03Vendor or supplierShort text

04What are you buying?Long text

05Estimated totalNumber

06When do you need it by?Date

07Has your manager already approved this spend?Multiple choice

08Who needs to approve it?Short text

When to use this template

A finance team of two enforcing a new no-PO-no-payment policy without buying procurement software
An engineering manager requesting a SaaS renewal, quote number and all, against the department budget
A nonprofit where grant-funded purchases must be tagged to the right budget line at request time, not at reconciliation
Any company where 'I already bought it, can I get a PO retroactively?' happens more than once a quarter

Tips to get more from it

The approval branch works in one direction: answering 'Yes, approved' skips the 'who needs to approve it?' question. Requests that still need sign-off capture the approver's name so finance can route them first.
The what-are-you-buying field asks for items, quantities, and links or quote numbers — the exact details finance needs to cut a PO without a follow-up email. Its description is doing real work; keep it.
The estimated total is specified as USD including shipping and tax. If you operate multi-currency, say so in the description rather than leaving requesters to guess.
Edit the budget dropdown to mirror your actual cost centers, and the CSV export becomes a spend-request register your accountant can reconcile directly.

Questions people ask

What is a purchase order request form for?

It's the step before a PO exists: the requester describes the purchase, names the budget and vendor, and finance reviews it and issues a PO number. It keeps commitments from happening before approvals.

Why did the form skip the approver question?

A logic rule hides it when you say your manager has already approved the spend — there's no one left to route to. Answer 'Not yet' and the question appears.