Form templates / Manufacturing & Industrial
Purchase Order Request Form
A purchase order request form is a spend approval with a supplier attached. What's being bought, from whom, at what price, against which budget, and who approves it.
For manufacturers, fabricators and industrial suppliers.
A named supplier and a price, or it isn't a request
The requests that stall are the ones that arrive as an intention: "we need some more of those bearings". No supplier, no price, no part number - so purchasing has to source it, which was supposed to be a different job.
So this template requires a supplier and a price per line, with a note to attach a quote reference. It also asks whether the supplier is already approved - which is the check that most often turns a one-day PO into a three-week onboarding.
Screen before you spend time
Most of the work in an application process is on the ones that were never eligible. Asking the disqualifying questions first - dates, requirements, basic facts - means you spend your reading time on the real candidates.
Specifications, tolerances and quantities in writing
An RFQ described on the phone is an RFQ you'll re-quote. Material, quantity, tolerance and delivery date belong in fields, where they can't be misheard and can be forwarded to the shop floor exactly as received.
The same discipline suits internal forms - maintenance requests, visitor registration, incident reports - where consistency is what makes a month of records readable.
Long enough to decide, short enough to finish
Applications fail in two directions: too short to judge, or so long that good candidates give up. This template asks what a decision genuinely needs, split into steps so it never looks like a wall.
Edit it like a document, publish like a link
Add questions, remove questions, change the order and the wording, set your accent colour. When you save, the form is live at its own address - share it by link, QR code or a button on your site, and read the answers in your dashboard.
What this template asks
- Your name
- Work email
- Department
- Approving manager
- Supplier name
- Supplier contact and email
- Is this an approved supplier?
- Quote reference or date
- Items
- Total value excluding tax
- Currency
- Spend category
- Cost centre
- Work order or project, if applicable
- Required by
- Deliver to
- Why is this needed?
- Is it in budget?
- Did you consider alternatives?
- I confirm this is required for business purposes and the details are accurate
More Manufacturing & Industrial forms
Questions
Can this enforce approval limits?
Not automatically. Ask for the amount and route to a finance approver who applies your thresholds - or run a second form for anything above a limit.
Should we require a quote?
Ask for a quote reference and make it required above a threshold you state on the form. It's the cheapest control you can put on spend.
Can applicants attach a CV or document?
Not yet - file uploads are on the roadmap. Most people ask for a link (to a portfolio, a CV in cloud storage, or a profile) which works today and keeps the form fast.
Can I close applications on a deadline?
Yes. Close the form and anyone with the link sees a short closed page instead of the questions, so nobody fills in an application that can't be considered.
Can more than one person review them?
Yes - invite your team into the same account and they'll see the same responses. You can also export to a spreadsheet and score them wherever you like.
Can we use this behind the scenes as well as with customers?
Yes, and many do: the same account can hold a public RFQ form and internal forms for maintenance or visitors. Only your team needs logins.
Publish your purchase order request form today
Start from this template and change anything you like. Free to begin.