Describe your purchase process. Makeform turns it into a procurement intake form for specifications, budget context, justification, timing, vendor information, and review details.
Route purchase requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a procurement workflow, adjust it, or send it to the builder. The field outline is an example.
Audience
Departments requesting new software or renewing subscriptions
Format
Conditional intake with security and renewal details
Prompt size
271 chars
Example form structure
Conditional intake with security and renewal details
New purchase or renewal?
Business use case and required capabilities
Estimated annual cost and budget owner
Quote or proposal
Data and integration requirements
Suggested routing tags
New purchase
Renewal
Needs clarification
Ask why the required-by date matters, so procurement can distinguish a firm deadline from a preference.
Step 1
Request
need, specifications, timing, and owner
Step 2
Qualify
budget context and missing details checked
Step 3
Route
category and spend guide the review path
Step 4
Source
procurement starts with a usable brief
Why structured intake matters
Email threads scatter specifications, budget context, and deadlines. A form gives requesters one front door and reviewers a consistent brief.
Capture must-have capabilities, quantity, location, acceptable alternatives, and constraints before a preferred vendor turns into an assumed answer.
Use conditional sections for software, services, equipment, renewals, and recurring purchases, without making every requester complete every field.
Keep requester, budget owner, estimated spend, deadline, quote, and justification together so procurement can triage without reconstructing the request.
One front door
Start with shared fields, then reveal what each purchase category needs.
Users, use case, data involved, integrations, contract term, current tool, and renewal timing.
Quantities, model or performance specifications, delivery site, installation, warranty needs, and acceptable substitutes.
Scope, deliverables, milestones, stakeholders, vendor status, access needs, and proposal documents.
Current term, renewal date, usage or outcome review, price change, cancellation window, and accountable owner.
Intake workflow
Generate the structure, tune branching and required fields, then connect submissions to reviewers.
List what teams buy, required details, and how category questions differ.
Add real cost centers and reveal questions by category, spend, or renewal status.
Notify procurement or Slack with the specification, file, owner, amount, and timing.
Send responses to Google Sheets and sort by category, department, date, or status.
Email vs document vs form
Match the method to an informal question, a detailed narrative, or structured review data.
Field guide
Collect enough detail to understand, compare, and route the need without asking requesters to predict procurement terminology or complete irrelevant sections.
Ownership
The requester may not be the budget owner. Capture each role and the receiving department.
Need and specification
Ask what problem the purchase solves and which requirements are essential.
Cost and budget
Capture the expected cost, frequency, and funding context for routing.
Justification
Ask what changes if the request is approved, delayed, substituted, or declined.
Timing and routing
Ask why the date matters, then use category and spend to organize review.
Vendor and evidence
Capture supplier status and files without letting vendor preference replace requirements.
Related tools
Connect intake with requisitions, purchase orders, vendor onboarding, funding requests, and expense handling using real Makeform tools.
Create a structured requisition step for approved goods or services.
Open toolCapture supplier, line-item, quantity, pricing, and delivery details after selection.
Open toolCollect the operational details needed to add a selected supplier to your workflow.
Open toolGather purpose, amount, timing, and supporting context for funding decisions.
Open toolLet teams request specific materials, quantities, job details, and required dates.
Open toolCollect receipts and coding details when an approved expense needs reimbursement.
Open toolFAQ
Practical answers for procurement and operations teams designing a clearer request process.
It is the form departments use to explain a purchase before sourcing. It gathers ownership, need, specifications, spend, budget context, timing, vendor information, justification, and files.
Collect requester, owner, category, description, specifications, quantity, estimated total, frequency, budget owner, justification, required date, preferred vendor, alternatives, and attachments. Add category questions only when relevant.
Ask about users, capabilities, current tool, data, integrations, access, contract term, start date, and renewal status. Show these fields only for software.
Yes. Show tailored sections for software, equipment, services, materials, or renewals. Use department, category, amount, or location to organize notifications and workflows.
Yes, when known, along with the reason. Also collect outcome requirements and alternatives so the underlying need stays clear.
Add file uploads for quotes, proposals, scopes, and specification sheets, plus a URL field. Require attachments only when your process expects them.
Yes. Makeform is unlimited free for forms and responses, so you can generate, edit, publish, and collect procurement requests without a usage cap. The paid tier only removes the Makeform badge.
Keep a short shared core and reveal details conditionally. Ask only what changes triage, sourcing, review, or delivery, with help text for unfamiliar fields.
Give every purchase a clear starting point.
