Describe what your organization buys and who needs to approve it. Makeform turns that brief into an internal purchase requisition form that captures the business need, itemized costs, accounting codes, preferred vendors, required dates, attachments, and an approval-ready summary before procurement places an order.
Send purchase requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a purchasing scenario, adapt the prompt, or send it to the Makeform builder. Each example shows a practical starting structure rather than a live AI result.
Prompt ready4 formats
Audience
Employees requesting routine goods or services
Format
Itemized request with manager and budget context
Prompt size
492 chars
Brief qualitySends to builder
Example form structure
Itemized request with manager and budget context
Prompt exampleEditable in builder
Requester, department, manager, and cost center
Short answerFirst ask
2
What items or services are requested?
Repeatable fields
3
Subtotal, shipping, tax, and estimated total
Number
4
Business purpose and needed-by date
Long answer
5
Quotes or product specifications
File upload
Suggested routing tags
Suggested
Manager review
Budget check
Ready for procurement
Ask separately for quantity, unit price, shipping, tax, and total. A single estimated-cost box makes budget review slower and hides how the requester calculated the amount.
Step 1
Request
need, line items, timing, and evidence
Step 2
Review
manager confirms purpose and priority
Step 3
Approve
budget owner checks funds and coding
Step 4
Purchase
procurement validates and places the order
Why requisitions matter
Give approvers the whole purchase before they decide.
A request in chat usually names an item and a deadline. A structured purchase requisition form adds the cost breakdown, business reason, budget ownership, supplier evidence, and delivery details that managers and procurement need to act without chasing the requester.
Comparable line-item costs
Separate quantity, unit price, shipping, tax, setup, and recurring costs so reviewers can see what drives the total and compare quotes on the same basis.
Approval context at intake
Capture department, cost center, manager, budget owner, urgency, and purchase type up front, giving each reviewer the context for their part of the decision.
Clean procurement handoff
Once approved, procurement receives the specification, supplier details, delivery address, attachments, and internal coding in one submission instead of reconstructing the request from email.
Designed around purchase type
Ask different questions for different commitments.
Office supplies, software, contractors, and equipment create different costs and review needs. Start with a shared intake, then reveal the details that apply to the selected purchase category.
Goods and supplies
SKU or product link, quantity, unit price, delivery location, substitutions, stock status, and the date the requester actually needs the goods.
Software and subscriptions
Seat count, plan, billing interval, contract term, renewal date, administrator, data use, overlapping tools, and expected annual commitment.
Services and contractors
Scope, deliverables, dates, rate structure, not-to-exceed amount, vendor contact, agreement status, and the internal owner who will accept the work.
Equipment and assets
Model, location, asset owner, useful life, replacement tag, installation, training, maintenance, and dependencies that affect the full purchase cost.
Requisition workflow
Build an intake that is ready for a decision.
Turn your purchasing policy into a usable request path: staff explain the need, relevant fields appear, reviewers receive the details, and procurement gets a complete handoff after approval.
Tell Makeform who can request purchases, the categories you buy, required accounting codes, approval roles, quote thresholds, and exceptions your team needs to document.
02
Shape fields around the selection
Edit the generated fields and use conditional sections so a software request asks about seats and renewal while equipment asks about installation and asset ownership.
03
Send the request to reviewers
Notify the appropriate manager or purchasing inbox with the submitted purpose, itemized estimate, dates, codes, and attachments needed to assess the request.
04
Hand approved details to purchasing
Use the submission as the common record for budget review and procurement, then add the assigned buyer, purchase order reference, decision, and requester notification.
Form vs email vs order
A requisition solves the work before a purchase order.
A purchase requisition is the internal request to approve spending. A purchase order is the buyer's document sent to a supplier after internal review. Keeping those stages distinct prevents an unapproved request from looking like an authorized order.
Approach
What it captures
Best use
ApproachEmail or chat request
What it capturesA quick description, often without consistent cost, coding, supplier, or timing details.
Best useEarly conversation when the requester is still exploring options.
Approach
Purchase requisition form
What it capturesBusiness need, itemized estimate, budget context, supplier evidence, delivery details, and approval inputs.
Best useInternal review before the organization commits to buy.
ApproachPurchase order
What it capturesConfirmed goods or services, quantities, pricing, terms, addresses, and the order reference.
Best useThe procurement transaction issued after the request is approved.
Field guide
What a purchase requisition form should include.
The best form follows the decision from requester identity through purchasing handoff. These six sections give staff enough structure to submit a complete request without forcing every purchase type through irrelevant questions.
Requester and ownership
Identify who needs it and who owns it.
Start with the requester, department, manager, and contact details. Add the person who will receive the goods, administer the subscription, or accept the service. Ownership matters after delivery, particularly when invoices, renewals, inventory, or access questions appear months later.
Requester name, email, department, and location.
Manager, budget owner, and final recipient or asset owner.
Submission date plus a stable requisition or tracking reference.
Line items and total
Show how the estimate was built.
Collect each good or service as a line item rather than one free-text total. Quantity and unit price make the math inspectable. Separate one-time, recurring, delivery, tax, setup, training, and installation charges so approvers understand both today's spend and future commitments.
Description, SKU or model, quantity, unit, and unit price.
Subtotal, discounts, shipping, tax, fees, and estimated total.
Billing interval, contract term, and annualized cost for recurring purchases.
Purpose and timing
Explain why the purchase is needed now.
A useful justification connects the requested item to work, not merely preference. Ask what problem it addresses, who benefits, what happens if it is delayed, and how the needed-by date was determined. Distinguish the desired date from a genuine operational deadline.
Business purpose, expected use, and affected team or project.
Needed-by date, delivery location, and scheduling dependencies.
Urgency reason, impact of delay, and alternatives already considered.
Budget and coding
Connect the request to available funds.
Ask whether the purchase was planned and which budget should cover it. Cost center, project, grant, location, account code, or capital classification may come from finance rather than the requester, so provide a clear review field instead of encouraging guesses in the description.
Budget status and the fiscal period that will bear the cost.
Cost center, project, account, grant, or capital budget code.
Allocation across departments or codes when more than one team pays.
Supplier and evidence
Attach the details procurement will verify.
Capture a preferred supplier without treating that preference as the final selection. Product links, quotes, scopes, specifications, supplier contacts, and comparison notes let procurement check availability and terms. Ask for the reason when only one supplier appears suitable.
Preferred vendor, contact, product URL, quote date, and quote expiry.
Quote, proposal, statement of work, specification, or screenshot uploads.
Alternative suppliers reviewed and the reason for a sole-source request.
Review and handoff
Record decisions without turning the request into an order.
Include review fields for manager, budget owner, finance, IT, facilities, or procurement when those roles apply. Store status, reviewer, date, comments, and conditions. After approval, procurement can add the assigned buyer and order reference while preserving the original request.
Approval status, reviewer, decision date, and comments by stage.
Returned-for-changes reason and the specific information still needed.
Assigned buyer, purchase order reference, and requester notification status.
Related tools
Connect the request to the rest of purchasing.
Build companion forms for supplier intake, purchase orders, equipment requests, expenses, and operational work using real Makeform tools.
Practical answers for operations, procurement, finance, and department leads designing an internal request process.
What is a purchase requisition form?
A purchase requisition form is an internal request to spend organizational funds on goods or services. It explains who is requesting the purchase, what is needed, why and when it is needed, the estimated cost, the budget context, supplier information, and the reviewers involved. It supports a decision before procurement commits to an order; it is not itself a supplier-facing purchase order.
What fields should a purchase requisition form include?
Include requester, department, manager, request date, purchase category, business purpose, needed-by date, delivery location, itemized descriptions, quantities, unit prices, shipping, tax, total estimate, preferred supplier, quote attachments, budget status, cost center or project, and approval fields. Add conditional questions for recurring subscriptions, capital assets, contractors, sole-source requests, or urgent exceptions.
What is the difference between a purchase requisition and a purchase order?
The requisition is the internal case for approving a purchase. It begins with the staff member and moves through manager, budget, and procurement review. A purchase order comes later and communicates confirmed order details to a supplier. The requisition should record the estimate and justification; the order should reflect the selected supplier, agreed quantities, prices, delivery details, and purchasing reference.
How should a requisition handle multiple items or recurring costs?
Use repeatable line-item groups for description, quantity, unit price, supplier, and product link. Then separate subtotal, discount, shipping, tax, setup, installation, and total. For subscriptions or services, capture billing interval, term, start date, renewal date, seat or usage quantity, one-time fees, and estimated annual cost. That structure lets reviewers compare a low opening payment with the full commitment.
Can the form route different purchases to different reviewers?
You can design the intake around purchase type, department, cost, budget source, and requested exception, then use notifications or connected workflows to send the submission to the relevant review queue. Document your routing matrix before building: who reviews ordinary spend, which requests need finance, IT, facilities, or leadership input, and how a returned request gets back to the requester for missing details.
How do we prevent staff from treating submission as approval?
Use plain status language throughout the form and confirmation message: submitted, under review, returned for changes, approved for procurement, declined, or ordered. Add an acknowledgment that submitting does not authorize the requester to place an order. Send a separate decision notification and keep the purchase order reference in a procurement-only handoff field after the review is complete.
Is the purchase requisition form generator free?
Yes. Makeform supports unlimited free forms and responses, so you can generate, edit, publish, and use the requisition intake without a response cap. The paid tier removes the Makeform badge. You can begin with one department, refine the questions after real requests, and duplicate the structure for other purchasing categories.
What happens after a staff member submits the request?
The submission should enter a named review queue with a tracking reference. Notify the manager or procurement inbox, check the business purpose and estimate, confirm the budget and coding, request specialist review when relevant, and return incomplete requests with specific comments. After approval, procurement can select the supplier, place the order, add the purchase order reference, and notify the requester without overwriting the original submission.
Replace scattered purchase requests with a complete intake.
Generate a purchase requisition form your staff can submit and reviewers can act on.
Unlimited free forms and responsesItemized cost and quote fieldsClear review and procurement handoff
