Describe your invoice and payment-request process. Makeform creates an internal accounts payable form with vendor details, coding, attachments, and approval routing for finance review.
Route submissions to email, Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, tailor it, or send it to the builder. Each example describes internal intake, not an accounting decision or payment execution.
Audience
Department staff sending supplier invoices to finance
Format
Internal intake with invoice upload and coding
Prompt size
306 chars
Example form structure
Internal intake with invoice upload and coding
Requester and department
Vendor, invoice number, and dates
Amount, currency, and cost center
Purchase order or exception reason
Upload the supplier invoice
Suggested routing tags
Invoice received
Approval needed
AP review
Ask for the purchase order number only when one exists, then reveal an exception reason when the requester selects no PO.
Step 1
Submit
invoice, vendor, amount, coding, and files
Step 2
Review
finance checks completeness and exceptions
Step 3
Approve
the right budget owner reviews the request
Step 4
Record
the team continues processing in its AP system
Why structured AP intake
A shared inbox can hide missing codes and unlabeled files. A structured form creates one reviewable submission while your team retains every decision.
Collect invoice, amount, currency, vendor, and file details consistently before AP review.
Show no-PO, variance, or missing-receipt questions only when the request needs them, keeping routine submissions short.
Send the submission and its context to the selected budget owner and finance.
Common request types
Choose a scenario, then adjust its terms, codes, approvers, and evidence to match your process.
Capture vendor, invoice, due-date, purchase-order, coding, and attachment details in one submission.
Gather the payee, purpose, amount, requested date, supporting documents, and internal approval context.
Reveal receipt, amount variance, and exception explanations when an invoice does not follow the standard path.
Record the service period and contract reference, and flag changes that need a contract owner's review.
Build the workflow
Generate the form, test each path with finance, and publish one entry point for requesters.
Name the invoice types, fields, codes, evidence, and reviewer roles.
Add your departments and codes, then create PO and non-PO paths.
Submit routine and exception examples to confirm questions and notifications.
Share or embed the form, then use submissions to begin your AP process.
Choose an intake method
The form standardizes what requesters provide. It does not verify an invoice, approve a payment, or execute a transaction; those steps remain with your finance team and systems.
Field guide
Use these six groups as a starting point. Remove unneeded fields, avoid credentials and full payment-card data, and follow your internal controls.
Requester
Capture the employee, department, and contact responsible for the request so finance has a clear owner for follow-up.
Invoice
Use separate fields for invoice number, invoice date, due date, total, and currency so reviewers can scan consistent values.
Vendor
Collect the vendor name and internal reference when used. Exclude credentials, authentication secrets, and full payment-card data.
Coding
Use controlled choices for departments, cost centers, projects, and categories, plus a concise business-purpose field.
PO and exceptions
Ask about the purchase order, receipt, and amount match, then show exception fields only when relevant.
Review path
Use department, request type, or budget owner to guide notifications while designated people retain every review decision.
Related tools
Build adjacent request, ordering, reimbursement, and vendor intake forms with existing Makeform tools.
Collect the details needed when a team asks for an invoice to be prepared or issued.
Open toolCreate a structured internal request for payments that need supporting context and review.
Open toolStandardize purchase order details before an invoice reaches the payable process.
Open toolGather supplier-provided business information for your team's onboarding review.
Open toolCreate a checklist for internal tasks involved in adding and reviewing a new vendor.
Open toolCollect employee expense details, receipts, coding, and manager review context.
Open toolFAQ
Practical answers for finance and operations teams setting up internal invoice intake.
It is an internal form for submitting an invoice or payment request to finance. It creates a consistent record of requester, vendor, invoice, coding, attachments, and approval context for human review.
Include requester, department, vendor, invoice number and dates, amount, currency, PO or contract reference, cost center, purpose, approver, and invoice upload. Add exception fields only when relevant.
Yes. A PO answer can reveal matching questions; a no-PO answer can reveal an exception reason and approval path. Finance decides how each request proceeds.
Yes. Add labeled uploads for invoices, receipt evidence, or contract excerpts. Do not request credentials, authentication secrets, or full payment-card data.
No. Makeform collects and routes configured information. It does not verify invoice facts, approve payables, make accounting decisions, execute transactions, or replace AP and banking systems.
You can use department, request type, or budget-owner selections for notifications and integrations. Test every branch so requests reach the intended human reviewers.
Yes. Makeform offers unlimited free forms and responses for generating, editing, publishing, and collecting submissions. The paid tier removes the Makeform badge.
Have finance test PO, non-PO, recurring, and exception examples. Confirm fields and routing, publish one internal link, and clarify that submission begins review without guaranteeing payment or timing.
Replace scattered invoice emails with structured intake.
