Purchase requisition form
A purchase requisition form stops unplanned spending by collecting the request, the justification, and the cost estimate upfront, so an approver has everything on one row instead of chasing detail by email. For a small team it keeps spending visible and catches duplicate requests for the same item; for a larger one it leaves an audit trail of what was approved, by whom, and when.
The form beside this text is live. Fill it in and submit it — it validates exactly as it would for a real respondent, and saves nothing.
A department field makes budget tracking automatic
Because department is a structured field, exporting to CSV gives a list that is sortable and summable by budget centre, without manually bucketing costs afterwards.
Urgency sorts requests without reading justification text
A select for urgency lets approvers sort the export directly by priority, rather than reading every justification paragraph to work out what actually needs a same-day answer.
No card required.
Purchase Requisition
Live previewHow to build this form
5 steps in the editor. Nothing here needs a paid plan.
- Add a text field for the requester's name and a dropdown for their department, so you know who is buying and which budget to charge.
- Add a textarea for what is being purchased and a number field for quantity, so the description stays detailed while the count stays searchable.
- Add a number field for the estimated cost and an optional text field for the vendor, so pricing questions happen before the purchase order goes out.
- Add a textarea for the justification and a select for urgency — routine, needed this week, emergency — so approvers can prioritise without reading every reason first.
- Export responses to CSV to review pending requests, or set a response limit to stop new requisitions once a budget period closes.
Fields in this form
8 fields, using 5 of the 19 field types available.
| Question | Field type | Required |
|---|---|---|
| Your name | Short text | Yes |
| Department | Dropdown | Yes |
| What are you requesting? | Long text | Yes |
| Quantity | Number | Yes |
| Estimated total cost | Number | Yes |
| Vendor or supplier | Short text | Optional |
| Why do you need this? | Long text | Yes |
| How soon? | Select | Yes |
What goes wrong with this form
Specific to a purchase requisition form, not general advice about forms.
Publishing the link before testing the fields
The form lives at a fixed URL from the moment it is created. Test the fields and any Slack or webhook notification yourself before sending that link to employees, not after the first request arrives.
Forgetting to set a response limit before the budget period starts
Without a cap, requisitions can keep arriving after the budget for the period is gone, with nothing stopping them. Set the limit when the form goes live, not after noticing spending has run over.
Leaving the vendor field optional when pricing needs checking
If negotiating price or checking for an existing supplier contract matters, an optional vendor field lets requests through with no name to check against. Make it required when that matters to your process.
Questions about this form
How do I catch duplicate requests for the same item?
Export responses to CSV and sort by item description or vendor. Two requisitions for the same thing become visible immediately, which is the moment to consolidate them into a single purchase order.
Can an employee save a draft and finish it later?
No — the form has to be completed and submitted in one sitting. Keep it to fields that actually change an approval decision (what, how many, cost, and why) so completing it in one pass is realistic.
Is there a limit on how many requisitions can come in?
Each plan has a response cap on the form; once it is reached, new submissions are blocked rather than silently dropped. Export to CSV, and create a fresh form for the next budget period if you expect to approach the limit.