Describe what employees request, who approves it, and what IT reviews. Makeform creates an online software request form for installations, licenses, renewals, and access changes.
Route software requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, adapt its approval chain, or send it to the Makeform builder. These structures are starting points, not submitted requests.
Audience
Employees requesting a paid application
Format
Request with manager and budget approval
Prompt size
268 chars
Example form structure
Request with manager and budget approval
Requester, department, and manager
Software, vendor, tier, and seats
Cost estimate and cost center
Justification, alternatives, and required date
Suggested routing tags
Manager review
IT assessment
Ready to install
Ask for the device, operating system, cost center, and required-by date up front.
Step 1
Request
software, user, device, cost, and need
Step 2
Approve
manager confirms purpose and budget
Step 3
Review
IT checks fit, access, and ownership
Step 4
Fulfill
license or install assigned and recorded
Why centralize requests
A message saying “Can I get this app?” omits the device, price, need, and approver. A structured form captures them before IT investigates.
Require the application, vendor, use case, users, device, cost, budget code, and required date.
Tag each response for manager review, budget approval, IT assessment, or fulfillment.
Consistent fields expose duplicate requests, overlapping tools, renewals, and unused seats.
Four request paths
A request-type question can reveal fields for a purchase, installation, access change, or renewal.
Collect pricing, seats, budget owner, business case, alternatives, and vendor details.
Ask for asset tag, operating system, version, location, and installation window.
Capture workspace, role, project scope, information access, and permission dates.
Compare plans, active users, unused seats, renewal deadline, quote, and impact.
Request workflow
Build the intake once, assign the decision stages, and keep each installation or license request attached to its approval context.
List the request types, required details, and whether a manager, budget owner, application owner, or service desk reviews each one.
Show purchase fields for new tools, device fields for installations, and end dates for temporary access.
Use request type, department, cost, or application owner to direct notifications and reviews.
Keep decisions, reviewer notes, license assignment, installation date, and closure status with the request.
Form vs email vs ticket
Email is inconsistent, and generic tickets can miss purchase details. A purpose-built form standardizes intake before IT work begins.
Field guide
These six sections help reviewers decide. Adapt approval roles and information questions to your organization.
Requester & ownership
Capture employee, department, manager, and location. For shared tools, distinguish the requester from the license and technical owners.
Software details
Capture product, vendor, plan, version, and request type. Use an application list plus an “other” path for new products.
Business justification
Ask what work the software enables, who benefits, and what happens without it. Check approved alternatives before purchase.
Cost & timing
Separate setup from subscription cost, record billing frequency, and request a quote. Ask why the required-by date matters.
Technical assessment
Record the device, operating system, login method, integrations, permissions, and company information the application will handle.
Decision & fulfillment
Track decisions, IT notes, assigned license, installation appointment, fulfillment owner, completion date, and decline reason.
Related tools
Use focused forms for software access, equipment, service tickets, changes, and application feedback while keeping each workflow clear.
A focused intake for evaluating a new application before it joins the software catalog.
Open toolCollect application, role, team, and access-scope details for existing software.
Open toolMove approved requests into a structured queue for assignment and technical work.
Open toolHandle computers, monitors, peripherals, and other workplace technology requests.
Open toolDocument the purpose, impact, owner, timing, and review of a planned system change.
Open toolGather post-upgrade feedback about issues, training needs, and missing workflows.
Open toolFAQ
Answers for IT teams replacing email threads with structured intake.
It is an online intake for an installation, new license, workspace access, or renewal. It captures the requester, application, business need, cost, timing, technical details, approvers, and fulfillment owner.
Include requester, manager, software, vendor, request type, plan, seats, justification, alternatives, cost center, required-by date, device or role details, reviewer decisions, fulfillment owner, and status.
A common route goes to the manager for need, budget owner for spend, and IT or the application owner for assessment. Skip irrelevant stages based on request type and cost.
Yes. Conditional logic can show asset and operating-system fields for installs, cost and seats for purchases, role and duration for access, or usage and renewal date for renewals.
List approved applications, ask which capability is needed, and check whether an existing tool was considered. An application owner can review overlap, available seats, and contracts.
Yes. Add a file upload for a quote, pricing page, or screenshot. Tell requesters not to attach passwords, license keys, or unrelated confidential information.
Yes. Makeform includes unlimited free form creation and unlimited free responses. You can generate, edit, publish, and use the form without a submission cap; optional badge removal is available.
Assign IT or the application owner, record the license or installation task, and notify the requester. Close with the assigned role, fulfillment date, owner, and renewal or access-end date.
Give every software request a clear route.
