Campaigns · free template

Marketing Budget Request

Give approvers a clear view of the spend, expected outcome, and trade-offs behind your marketing budget request before anyone commits to campaign costs.

A ready-to-use marketing & agency form for small teams who need a reliable intake process: 15 questions, 3 pages, 3 conditional rules.

Questions
15
Pages
3
Layouts
classic · card
Time to complete
≈ 12 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Page 1 of 3 — Request Summary

Make the Spending Decision Clear

Use the same name as the campaign brief or internal project.

Choose whether this adds new spending or moves an existing allocation.

Use one currency code for every amount in this request.

Enter only the amount needing approval: the new budget, additional amount, or amount being moved.

Every question on this page is currently visible.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Marketing Budget Request is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in marketing & agency.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 15 questions across 3 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 11 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It accepts a document or photo upload as evidence.
  • It pins the request to a specific date.
  • 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.
  • Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
  • 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 Marketing Budget Request 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. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish 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.
  6. 6Watch 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 advanced show logic: if “Request Type” is Increase Existing Budget, the form dynamically exposes “Previously Approved Budget and Reason for Increase”. Otherwise that question never appears.
  • Features advanced show logic: if “Request Type” is Reallocate Existing Budget, the form dynamically exposes “Source of Reallocated Funds”. Otherwise that question never appears.
  • Features conditional validation: if “Deadline Flexibility” is Fixed External Deadline, “Decision Needed By” becomes mandatory before the form can be sent.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A useful marketing budget request makes the decision visible: what needs funding, why it matters now, and what the team will give up if it is not approved. Use this form before booking placements, commissioning creative, or promising a launch date to another team. Ask requesters to enter the amount that needs approval, not the entire campaign budget unless all of it is new. For an increase, capture the previously approved amount and the reason it no longer covers the work. For a reallocation, identify the activity losing funding and the effect of that change. Keep each submission in one currency so reviewers do not have to interpret mixed totals. The cost breakdown should separate media, production, tools, and outside support where relevant. Distinguish confirmed quotes from estimates, and make sure the line items add up to the requested amount. The outcome field should name a measurable result, a measurement window, and the assumption connecting spend to that result—not promise a return. Route requests to the named budget owner and record the decision outside the requester’s answers. If only part of the amount is approved, use the minimum viable scope to agree on a smaller deliverable before work starts. Treat submission as a request, never permission to spend.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Request Summary

  • Requester Namerequired
  • Requester Emailrequired
  • Initiative Namerequired
  • Request Typerequired
  • Currencyrequired
  • Amount Requestedrequired

Page 2 — Case for the Spend

  • Expected Outcome and Measurementrequired
  • Cost Breakdownrequired
  • Previously Approved Budget and Reason for Increase
  • Source of Reallocated Funds
  • Supporting Estimates or Quotes

Page 3 — Timing and Approval

  • Budget Ownerrequired
  • Deadline Flexibilityrequired
  • Decision Needed By
  • Minimum Viable Scoperequired

15 questions in total.

Example: A Focused Demo Campaign

The fictional Fernpeak Tools marketing team requests a new budget for a six-week demo campaign with a smaller fallback option.

Initiative Name
Autumn Product Demo Campaign
Request Type
New Budget
Currency
USD
Amount Requested
8500
Cost Breakdown
Paid media: 5000, estimated; creative production: 2500, quoted; landing page support: 1000, estimated. Total: 8500.
Expected Outcome and Measurement
Target 40 qualified demo requests over six weeks, tracked through campaign-tagged bookings. Assumes the existing landing page conversion rate holds for the new audience.
Minimum Viable Scope
With 5500, spend 4500 on media and 1000 on landing page support. Reuse existing creative and reach one audience segment instead of two; revise the demo target before launch.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Request Type”

  • Reveals questions

    If “Request Type” is Increase Existing Budget, the form reveals “Previously Approved Budget and Reason for Increase”.

  • Reveals questions

    If “Request Type” is Reallocate Existing Budget, the form reveals “Source of Reallocated Funds”.

Driven by “Deadline Flexibility”

  • Makes answers required

    If “Deadline Flexibility” is Fixed External Deadline, “Decision Needed By” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Define the approval amount

    Tell requesters to enter only the amount under review. An increase of 3000 on an approved budget of 12000 should appear as 3000, not 15000.

  2. 2

    Require a reconcilable breakdown

    Check that the cost lines total the requested amount in the stated currency. Label quotes and estimates so reviewers know which costs may change.

  3. 3

    Route by budget ownership

    Use Budget Owner to direct review, then confirm that the recipient has the appropriate approval authority. Keep approval status separate from the submitted request.

  4. 4

    Resolve partial approvals explicitly

    Review Minimum Viable Scope before reducing an amount. Confirm the smaller deliverable and any deferred work with the requester rather than assuming the original outcome still applies.

Mistakes to avoid

  • Entering the full revised campaign budget when only the incremental increase needs approval.
  • Listing an outcome without a measurement window or the assumptions behind the estimate.
  • Moving funds from another activity without explaining what that activity will lose.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Send the request to the budget owner for review and record the approved amount, scope, and decision date. Notify the requester before any spending commitments are made.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the marketing budget request, matched on the words people actually search for.

Frequently asked questions

Should this request include the full campaign plan?

No. Include enough context to justify the spend and assess the trade-offs. Use the Marketing Campaign Brief for audience, messaging, deliverables, and the wider execution plan.

What amount should I enter for a budget increase?

Enter only the additional amount needing approval. Put the previously approved amount and proposed revised total in Previously Approved Budget and Reason for Increase.

Can I submit a request before I have supplier quotes?

Yes, if your review process accepts estimates. Mark estimated cost lines clearly and explain their basis; update the reviewer if a later quote changes the amount or scope.

Does submitting the form authorize the spend?

No. Submission starts the review. Record a separate approval decision and communicate any amount, scope, or timing conditions before making commitments.

Is the Marketing Budget Request template free to use?

Yes. You can preview and test Marketing Budget Request 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 Marketing Budget Request template ask for?

It asks 15 questions across 3 pages, 11 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 Marketing Budget Request 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 marketing & agency form work?

3 conditional rules ship with the template: Features advanced show logic: if “Request Type” is Increase Existing Budget, the form dynamically exposes “Previously Approved Budget and Reason for Increase”. Otherwise that question never appears. Features advanced show logic: if “Request Type” is Reallocate Existing Budget, the form dynamically exposes “Source of Reallocated Funds”. Otherwise that question never appears. Features conditional validation: if “Deadline Flexibility” is Fixed External Deadline, “Decision Needed By” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Marketing Budget Request 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 Marketing Budget Request 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.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

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