Purchase Request

Submit requests for goods or services in your organization

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Create your Purchase Request
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By

AnyDB

The Purchase Request template helps employees and departments formally submit requests for goods or services. It’s designed to streamline internal procurement by capturing item details, cost estimates, suggested suppliers, and justification in one easy-to-use format.

Suitable for

Operations & Logistics

Description

This template provides a structured form for initiating purchase requests across any team or department. Users can input a list of requested items, including descriptions, quantities, estimated unit prices, and automatically calculated totals. It includes fields for department name, requester, suggested suppliers, request date, and comments or justifications for each item.

Badges display key information such as request date, department, and total estimated amount. The template also supports optional attachments like product sketches or photos.

With automatic calculations and centralized fields, it ensures clarity, consistency, and traceability in procurement workflows—especially when paired with approval or budgeting processes.

Key Data Stored

  • Request Title – Automatically generated using requester and request number
  • Requester Name and Role
  • Department
  • Request Date
  • Item List (up to 6–9 entries)
    • Item Description
    • Quantity
    • Estimated Unit Price
    • Total Price (auto-calculated)
    • Justification/Comments
    • Optional Image/Sketch Upload
    • Suggested Suppliers
  • Estimated Total Amount (auto-summed across items)
  • Department Badge
  • Submission Date Badge
  • Approval Workflow Integration (optional)

Business Use Cases

  • Internal Procurement – Standardize how teams request supplies, tools, services, or software.
  • Budget Planning – Compare purchase requests against departmental budgets and forecasts.
  • Purchase Traceability – Track origin and justification of spending before it becomes a PO.
  • Supplier Sourcing – Use the "suggested supplier" field to support vendor selection.

Why This Template is Powerful

  • Clear and Consistent – Prevents incomplete or unclear purchase requests with a structured layout.
  • Automated Calculations – Instantly totals per-item and overall estimated costs.
  • Attachment Support – Include product sketches, specs, or photos for clarity.
  • Visual Summary Badges – Highlight date, department, and amount for easy review.
  • Ready for Approval – Can be paired with approval routing to create a full procurement workflow.

This template helps reduce friction in purchasing by ensuring every request is well-documented, cost-estimated, and ready for review.