Purchase Approval Form
The approver's half of procurement: verify, set limits, approve or bounce with reasons.
A ready-to-use finance, insurance & tax form for advisers, brokers and finance teams: 10 questions, 1 page, 3 conditional rules.
- Questions
- 10
- Pages
- 1
- Layouts
- classic · card
- Conditional rules
- 3
Searches this template answers
Live preview and test console
This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.
1 question is hidden by conditional logic right now — change an answer above to reveal it.
Compliance checklist
- 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.
- Financial disclaimer present — passingThis 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.
- 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
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.
- 1Press “Use this template” — a fresh copy of Purchase Approval Form lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 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.
- 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.
- 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.
About this template
Approval is a decision, and decisions need a record with a reason attached. This form gives an approver three honest options rather than two: approve, approve with changes, or reject. The middle one matters, because most real approvals are conditional — a lower amount, a different supplier, a shorter term — and forcing that into a yes produces a purchase nobody actually authorised. Choosing to reject requires a reason, and approving with changes requires the changes to be written down, so the requester receives an answer they can act on instead of a bare no. Two confirmation questions cover the things finance is later asked about: whether the budget was verified and whether the supplier is the approved one. A signature closes it. Kept alongside the original purchase order request, the pair forms a complete authority trail from ask to answer without a single email thread.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Decision
- PO request referencerequired
- Approver namerequired
- Role
- Decisionrequired
- Approved amount
- Changes required
- Rejection reason
- Budget confirmed?required
- Preferred supplier confirmed?
- Signaturerequired
10 questions in total.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 3 behaviours driven by 1 question. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Decision”
- Makes answers required
If “Decision” is Reject, “Rejection reason” becomes required before the form can be submitted.
- Makes answers required
If “Decision” is Approve with changes, “Changes required” becomes required before the form can be submitted.
- Reveals questions
If “Decision” is Approve, the form reveals “Approved amount”.
Set it up step by step
- 1
Always quote the request reference
Approvals without the reference cannot be matched to a request, which is exactly what an audit looks for.
- 2
Use approve with changes properly
A conditional yes written down beats a verbal caveat that nobody can produce three months later.
- 3
Record the approved amount, not the requested one
The figure authorised is the figure the invoice will be checked against.
- 4
Return rejections with a reason the same day
Most rejected requests are resubmitted correctly within hours if the reason is specific.
Mistakes to avoid
- Approving verbally and completing the form afterwards from memory, which defeats the purpose of the record.
- Rejecting without a reason, guaranteeing the same request comes back unchanged.
- Leaving the budget confirmation blank because it feels obvious at the time.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
- Purchase Order Request
- Supplier Onboarding Form
- RFQ Submission Form
What to do with the responses
Issue the purchase order at the approved amount, return rejections with the stated reason, and file the signed decision against the request reference.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the purchase approval form, matched on the words people actually search for.
Privacy & compliance
This form collects identity or financial details. Enable encrypted answers on the sensitive fields, avoid emailing full values in notifications, and delete responses once the check is complete.
Frequently asked questions
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.
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