HelloForms
Finance, Insurance & Tax · community shared

Purchase Approval Form — shared by the community

Marta K. shared this 10-question build with 3 conditional rules already wired up. Test it below, then take a copy.

A ready-to-use finance, insurance & tax form for advisers, brokers and finance teams: 10 questions, 1 page, 3 conditional rules.

Shared by
Marta K. · Practice manager
Questions
10
Replies
21
Copies taken
274
See the library version

purchase approval form, po approval form, spend approval form, procurement approval workflow, purchase authorisation form, purchase approval, purchase approval forms, purchase approval template, online purchase approval, purchase, purchases, approval, approvals, approver, procurement, verify, limits, approve, bounce, finance form, insurance form, claim form, loan application, tax form, client onboarding, credit application, accounting form, mortgage form, payment details, purchase approval form example, shared purchase approval form

Live preview and test console

This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.

Purchase approval

Draw your signature with a mouse or finger.

This form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.

1 question is hidden by conditional logic right now — change an answer above to reveal it.

Works for you? Take Marta K.'s copy into your own workspace — questions, rules and settings included.

Who this template is for

Purchase Approval Form is built for advisers, brokers and finance teams who need to collect structured financial detail with a clear audit trail.

  • Advisers, brokers and finance teams working in finance, insurance & tax.
  • Teams who need to collect structured financial detail with a clear audit trail without writing code or paying for a custom build.
  • Anyone replacing incomplete applications that fail compliance review with one structured record per enquiry.
  • Respondents are clients and applicants — the form asks them 10 questions across 1 screen.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of incomplete applications that fail compliance review and turns each submission into a record your team can act on immediately.

  • 5 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It records a signature you can keep as proof of agreement.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Purchase Approval Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features conditional validation: if “Decision” is Reject, “Rejection reason” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Decision” is Approve with changes, “Changes required” becomes mandatory before the form can be sent.
  • Features advanced show logic: if “Decision” is Approve, the form dynamically exposes “Approved amount”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

What this form asks

Decision

  • PO request referencerequired
  • Approver namerequired
  • Role
  • Decisionrequired
  • Approved amount
  • Changes required
  • Rejection reason
  • Budget confirmed?required
  • Preferred supplier confirmed?
  • Signaturerequired

Conditional logic in this build

  • When “Decision” is Reject, require “Rejection reason”.
  • When “Decision” is Approve with changes, require “Changes required”.
  • When “Decision” is Approve, show “Approved amount”.

Questions about this shared form

Who should complete this form?

Only the person holding the authority for that amount. Approvals completed on someone's behalf are the first thing an auditor unpicks.

Can it handle two approvers?

Submit it twice against the same reference, once per approver, so each signature stands on its own record.

Do I need a signature if the approver is logged in?

A drawn signature adds little when identity is already established, but many finance policies still require it — keep it if yours does.

Where does it sit in the chain?

Between the Purchase Order Request and the Goods Received Note, which together give a full request-to-receipt trail.

Is the Purchase Approval Form template free to use?

Yes. You can preview and test Purchase Approval Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Purchase Approval Form template ask for?

It asks 10 questions across 1 page, 5 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Purchase Approval Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this finance, insurance & tax form work?

3 conditional rules ship with the template: Features conditional validation: if “Decision” is Reject, “Rejection reason” becomes mandatory before the form can be sent. Features conditional validation: if “Decision” is Approve with changes, “Changes required” becomes mandatory before the form can be sent. Features advanced show logic: if “Decision” is Approve, the form dynamically exposes “Approved amount”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Purchase Approval Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Purchase Approval Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

More from the community

All community formsBrowse the template library