FormSMEs / Finance & Operations Teams11 questions · ~4 min

Purchase & Expense Approval Request form template

This free Purchase & Expense Approval Request form template helps you standardise internal purchase, expense and resource requests. It has 11 ready-made questions, takes about 4 minutes to answer, and is anonymous by default. Customise every question, then share it by link, QR code or website embed.

Use this template — freeAll templates

Questions in this template

  1. Requester’s name *
    Short text
  2. Work email *
    Email address
  3. Department / team *
    Single choice
    Operations · Sales · Marketing · Finance · Technology · HR · Other
  4. Request type *
    Single choice
    Purchase request · Expense claim · Software subscription · Travel expense · Equipment · Other
  5. Description and business purpose *
    Long text
  6. Estimated amount *
    Number
  7. Currency *
    Single choice
    USD · EUR · GBP · INR · SGD · AUD · Other
  8. Supplier / merchant
    Short text
  9. Required by
    Date
  10. Cost centre / project code
    Short text
  11. Supporting document or receipt
    File upload

* required. Every question is editable.

Recommended settings

Visibility
Private — only your workspace and invited people
Responses
Anonymous — not linked to accounts
Results
Only you and your workspace see results
One response per
No limit (people can submit for others)
Consent notice
Included — edit it to match your policy

Best for: Internal link, amount and currency, receipt upload.

Industries: useful in every industry.

Tip: Share the link only inside your organisation (or switch to invite-only). Edit departments and currencies for your organisation. Never ask for bank logins or full card details.

Best practice for operations

  • Make required fields truly required, and everything else optional.
  • Use a webhook to send new requests to your team’s tools.
  • Restrict supplier scorecards to the procurement team.

Purchase & Expense Approval Request: frequently asked questions

What questions should a Purchase & Expense Approval Request form include?

A good Purchase & Expense Approval Request form is short and focused. This template asks: Requester’s name · Work email · Department / team · Request type — plus 7 more. Remove anything you won’t act on.

Is the Purchase & Expense Approval Request form anonymous?

Yes. Responses are anonymous by default and aren’t linked to anyone’s account, although the form asks for contact details so you can reply.

How long does the Purchase & Expense Approval Request form take to complete?

About 4 minutes — 11 questions. Shorter forms get more responses.

Can I customise the Purchase & Expense Approval Request form template?

Yes. Every question, option and setting is editable before you publish, and you can add skip logic, pages, a cover image and translations into 20 more languages, from Chinese, Hindi and Spanish to Arabic, Bengali and Hausa.

How do I share the Purchase & Expense Approval Request form and see results?

Publish it to get a link, QR code and embed code. Results update live; export to CSV or Excel, print a PDF report, or connect Google Sheets.

Purchase & Expense Approval Request form template (free) · Quibzy