Purchase requisition form template

A purchase requisition is the internal purchase request staff send before anything is ordered: what it is for, the items and estimated cost, the budget code and, for bigger purchases, how it is being bought.

Use this template

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Page 1 of 3

Your name (required)

Work email (required)

What is it for? (required)

Supplier (required)

The shop, website or company. Write “not sure” if you want purchasing to choose.

Link to the product or quote

23 questions · about 4 min · logic · file upload · signature

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Print it as a PDF Word version

Change the questions in Word, then print.

What you get back

Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.

From PulseFormCreator

Subject New response to Purchase requisition

Your name: Hannah Liu
Work email: hannah.liu@example.com
Department: Facilities
What is it for?: Two sit-stand desks for the front office, replacing desks with broken height motors.
Supplier: Metro Office Supplies
Link to the product or quote: https://example.com/desks/sd-140

and 12 more answers

A sample email with made-up answers.

submitted_at	Your name	Work email	Department	What is it for?	Supplier
23 Sep 2026 09:41	Hannah Liu	hannah.liu@example.com	Facilities	Two sit-stand desks for the front office, replacing desks with broken height motors.	Metro Office Supplies

Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.

What happens after someone submits

Set it up once in the Workflows tab, and nothing is ordered before someone says yes.

Submitted
A requisition comes in Pro

It waits for the budget holder to approve or reject it from their inbox.
The budget holder approves

Purchasing gets an email with every answer and the estimated total, ready to raise the purchase order.
Right after approval

A webhook or Zapier passes the items and the total to your purchasing or accounting system.

Set this up when you use the template

What this form asks, and why

A purchase requisition should name the requester and department, say what the purchase is for, list each item with a quantity and an estimated price, and give the budget code to charge. Above your quote threshold, it also says how the item is being bought, with the quotes attached.

The last column shows how often real requisition forms ask for it.

Question	Why it is there	Real forms
Your name Required	Who purchasing goes back to, named on 8 of 10 forms.	8 of 10 forms
Work email Required	Where the decision or purchase order number goes.	2 of 10 forms
Department Required	Decides the approver and often the budget.	4 of 10 forms
What is it for? Required	Asked on 5 of 10 forms. Approvers need the reason as much as the items.	5 of 10 forms
Supplier Required	Named on 8 of 10 forms. Purchasing checks whether the supplier is set up.	8 of 10 forms
Link to the product or quote	In place of a catalog number or a printed web page.	2 of 10 forms
Item Required	One line per item, with any part number in the same box.	9 of 10 forms
Quantity Required	Asked on 10 of 10 forms.	10 of 10 forms
Unit price (estimate) Required	An estimate is fine. It feeds the running total.	9 of 10 forms
Add another item?	A second item only when there is one, instead of ten empty rows.	Our own recommendation
Second item Required Only when “Add another item?” is Yes	Shown after a yes. More than two? Attach the list below.	9 of 10 forms
Second item quantity Required Only when “Add another item?” is Yes	Counts toward the total.	10 of 10 forms
Second item unit price (estimate) Required Only when “Add another item?” is Yes	The second line of the estimate.	9 of 10 forms
Tax, shipping and fees (estimate)	Kept separate, as on 4 of 10 forms, because it is where totals go wrong.	4 of 10 forms
Account or budget code Required	On 9 of 10 forms, even the supplies order with no prices.	9 of 10 forms
If a grant pays for this, its grant or project number	Grant money has its own buying rules. Blank otherwise.	1 of 10 forms
How is it being bought? Required Only when the estimated total is 5,000 or more	Shown from $5,000, where thresholds decide how many quotes you need.	2 of 10 forms
Quotes, a catalog page or a longer list	Proof of price, as on 5 of 10 forms. Required once someone says they have quotes.	5 of 10 forms
Why can only this supplier provide it? Required Only when “How is it being bought?” is “Only one supplier can provide it”	Only one supplier will do? That needs a written reason.	2 of 10 forms
Needed by	Purchasing plans lead time around it.	3 of 10 forms
Deliver to	Building and room, so the parcel does not sit at reception.	2 of 10 forms
Declaration Required	“I have not placed this order” stops requisitions after the fact.	3 of 10 forms
Your signature Required	On 4 of 10 forms. The response records when it was sent.	4 of 10 forms

What we left out

Approval signatures on screen. 7 of 10 forms have a supervisor block. Approvers act after it is sent, so their lines print on the PDF only.
Supplier address, phone and fax. On 7 of 10 forms. A name or a link is enough for purchasing to find them.
Requisition or PO number. Purchasing assigns it later, as in the office blocks on 6 of 10 forms.

What 10 real requisition forms ask

How many include each field, from forms organizations use today. Part of the Form Field Index.

Quantity of each item 10 of 10
Account or budget code 9 of 10
Date of the request 9 of 10
Description of each item or service 9 of 10
Line totals and grand total 9 of 10
Unit price 9 of 10
Catalog, stock or item number 8 of 10
Requester's name 8 of 10

Read September 2026 · US 10 · Sources

U.S. General Services Administration (GSA Form 49) · federal government agency, US
Pacific Lutheran University · university, US
Palo Verde College · community college, US
East Texas Baptist University · university, US
Wright State University, College of Science and Mathematics · university, US
University of Pennsylvania, Department of Neuroscience · university department, US
University of Washington, Center on Human Development and Disability · university research center, US
Vanderbilt University, Department of Psychology · university department, US
Springhill Church · church, US
Cheboygan-Otsego-Presque Isle Educational Service District · regional education service agency, US

How the form changes as people answer

Most people see a shorter form. These questions and screens only appear when an answer calls for them.

When “Add another item?” is Yes

shows “Second item”, “Second item quantity” and “Second item unit price (estimate)”
When the estimated total is 5,000 or more

shows “How is it being bought?”
When “How is it being bought?” is “Only one supplier can provide it”

shows “Why can only this supplier provide it?”
When the estimated total is 5,000 or more

shows the “Requisition sent, Hannah” ending
As people answer

adds up the estimated total
At the end

shows one of 2 thank-you screens, each headed “Requisition sent, Hannah” with its own message

Make it yours

Set your own threshold

The route question appears from $5,000. Change that number in its condition and in the rule that picks the second thank-you screen.
Give each department its own link

Add ?dept=Facilities to the link and the department is already chosen.
Add more item lines

For more than two, add an item, quantity and price, then add them to the “Add up the estimate” rule’s formula.

Good practice and the law

US
On federal grants, micro-purchases need no quotes if the price is reasonable; above that, quotes come from several suppliers, and a sole source only in listed cases. 2 CFR 200.320

Questions about this template

What happens after a requisition is sent?

Four steps: the budget holder checks the code has money, an approver says yes or no, purchasing raises the purchase order, and only then is anything ordered. Purchasing can reply from the response with the PO number.

Is a requisition the same as a purchase order?

No. A requisition asks permission inside your organization. The purchase order is what goes to the supplier, once the requisition is approved, or onto their B2B order form.

Does the estimate add up as staff type?

Yes. Quantity times unit price for each item, plus tax and shipping, shown before they send it and saved with the request.

Is this for hiring or lab tests?

No. Job requisitions and lab test requisitions are different forms. This one is for buying goods and services.

Which form do you need?

Not quite the job? One of these may fit, or browse all request forms.

Payment request form
When the money is already owed, such as an invoice or a fee.
Travel approval form
For approval of a trip and its costs, not goods from a supplier.
Online order form
For customers ordering from you, not staff buying.

Start with the requisition form template

Open it in the editor, set your threshold and budget codes, and share the link with staff.