Purchase requests managed through email are a consistent source of financial risk. Requests lack a standard format. Approvers say yes without knowing the budget context. Finance has no visibility until after the fact. And when an auditor asks for documentation of who approved a specific purchase and why, the answer is somewhere in an inbox thread that nobody can find.
The Purchase Approval template for SharePoint, built with Infowise Ultimate Forms, brings the entire procurement request and approval process into a single, structured system — inside the SharePoint environment your organization already uses.
How it works
The purchase request form — employees submit purchase requests through a standardized SharePoint form that captures everything the approver needs to make an informed decision: the goods or services being requested, their purpose, how they align with departmental or organizational objectives, the supplier details, the estimated cost, and the budget or funding source the purchase will be drawn from. Because the format is consistent across every submission, approvers are never working from incomplete or inconsistently presented information.
Budget and funding visibility — the form includes dedicated sections for budget and funding details, giving approvers the context they need to assess whether a purchase is appropriate and affordable before making a decision. This eliminates the back-and-forth that typically occurs when a request arrives without the financial context needed to evaluate it.
The approval process — once submitted, the request is routed to the appropriate approver through the built-in approval workflow. The approver reviews the full request in context, approves or rejects it directly within the form, and adds any comments relevant to their decision. The entire approval record — request details, decision, and comments — is stored in SharePoint with a complete audit trail.
What you get
- A standardized purchase request form capturing goods or services, purpose, supplier details, cost, and budget alignment
- Budget and funding details presented to approvers in context, enabling informed decisions without additional follow-up
- A structured approval workflow routing requests to the correct approver and recording every decision
- A complete audit trail for every purchase request — who submitted it, who approved it, when, and on what grounds
- Full transparency for finance and management across all active and completed purchase requests
- Configurable to match your organization's specific approval hierarchy and procurement requirements, without any code
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Purchase Approval system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All purchase request data stays inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser — adding approval stages, adjusting columns, or modifying views — by the administrator who manages the site.
Read detailed installation instruction.
