Describe your capital approval process and Makeform builds a structured capex request form for the business need, asset details, full cost, timing, alternatives, and quotes.
Send capital requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a starting point, edit it, and send the prompt into the Makeform builder.
Audience
Operations managers requesting machinery
Format
Detailed request with quote upload
Prompt size
296 chars
Example form structure
Detailed request with quote upload
Asset and business need
Purchase price and total installed cost
Vendor quote
Alternatives considered
Requested in-service date
Suggested routing tags
Department review
Finance review
Approved capex
Ask for total installed cost, not only the purchase price, so freight, implementation, training, and site work reach the approver.
Step 1
Request
need, asset, timing, and owner
Step 2
Cost
quote, add-ons, and funding code
Step 3
Review
manager and finance assess the case
Step 4
Decide
decision, conditions, and record
Why structured capex intake
Replace scattered emails and spreadsheets with one comparable record for scope, cost, timing, and justification.
Separate purchase price, freight, installation, training, fees, contingency, and offsets so reviewers see the total capital required.
Prompt managers for the operational problem, expected benefit, alternatives, urgency, and the consequence of deferring the request.
Capture owner, cost center, reviewer comments, and status in one submission.
Common capital requests
Use conditional sections for equipment, technology, facilities, and replacement projects.
Collect specifications, quotes, installation costs, and the in-service date.
Separate one-time and recurring costs, then capture deployment dependencies.
Record site, scope, estimates, contingency, schedule, and plans.
Compare repair and replacement using condition, maintenance, downtime, and disposal value.
Capex workflow
Build around your approval thresholds and give each reviewer consistent details.
Specify submitters, required finance fields, thresholds, and reviewer paths.
Add cost components, controlled lists, quote uploads, and conditional questions.
Notify the right reviewer with the scope, amount, timing, and attachments.
Send submissions to a shared workflow for comparison by amount, department, quarter, and decision.
Form vs email vs spreadsheet
Collect complete information without making finance rebuild the request.
Field guide
These six sections turn a proposed purchase into a consistent capital request that managers and finance can review without chasing basic details.
Ownership
Identify the person who can answer questions and the leader responsible for delivery. Controlled department and cost-center selections support routing.
Scope
Define quantities, locations, specifications, and exclusions so reviewers understand the complete project.
Cost
Give each material cost its own field and show recurring expenses separately from the capital total.
Justification
Capture the current constraint, who it affects, the expected change, and how the team will observe results.
Options and timing
Capture repair, lease, lower-cost, or defer options, then tie urgency to an in-service date or dependency.
Evidence and review
Attach quotes and plans, then record reviewer comments, conditions, and disposition on the submission.
Related tools
Build the request, order, vendor, and expense forms around approved capital projects.
Collect the purpose, requested amount, timing, and supporting case for a broader funding request.
Open toolDefine project ownership, scope, priority, resources, dependencies, and target dates before work begins.
Open toolTurn an approved need into a structured internal requisition with item and coding details.
Open toolPrepare vendor, line-item, delivery, and billing information for the purchasing stage.
Open toolGather supplier contacts, categories, payment details, and onboarding documents in one intake.
Open toolCapture actual expenses, categories, receipts, and business purpose after spending occurs.
Open toolFAQ
Practical answers for finance teams and managers standardizing capital expenditure intake.
A capex request form proposes a long-term asset or project for internal review. It records the requester, scope, justification, total cost, timing, evidence, budget information, and reviewers.
Include requester and owner, department and cost center, asset or project scope, business need, alternatives, purchase and implementation costs, total requested amount, useful life, timeline, risks of delay, vendor quotes, attachments, and approval fields. Tailor additional questions to your accounting policy.
Use separate number fields for purchase price, freight, tax, site work, installation, training, professional fees, contingency, and offsets such as trade-in value. Keep recurring operating expenses separate. This structure helps reviewers understand how the requested total was assembled.
You can design amount bands and conditional paths around your approval policy. State the thresholds in your prompt, then verify the routing against the current authority matrix before publishing.
Yes. Add file uploads for quotes, estimates, proposals, specifications, plans, photos, or analysis. Place each upload near the relevant cost or scope section.
A capex request asks whether the organization should authorize the investment and budget. A purchase requisition asks purchasing to obtain specific goods or services after the need is approved. Some teams connect them, but keeping the decision and buying stages distinct clarifies ownership.
Yes. Makeform is unlimited free for generating, editing, publishing, and collecting responses with your capex request form. The paid tier removes the Makeform badge; it does not unlock additional submission capacity.
Yes. Start with shared fields for ownership, cost, timing, and justification, then show conditional sections by request type. Equipment can ask for capacity and installation; IT for deployment and migration; facilities for site work; and replacements for condition and repair history.
Standardize the request before the review meeting.
