How to Use ClickUp Purchase Requisition Form Templates

ClickUp makes it easy to control spending and standardize how your team requests purchases by using customizable purchase requisition form templates.

This step-by-step guide walks you through how to turn a basic request process into a structured workflow that keeps stakeholders aligned, provides clear approvals, and connects to your larger project or operations management system.

What Is a Purchase Requisition Form?

A purchase requisition form is an internal document used to formally request goods or services before your company creates a purchase order or spends money.

It typically includes:

• Requester details (name, department, date)
• Vendor or supplier (if known)
• Items, quantities, and estimated cost
• Reason for purchase and expected benefits
• Budget or cost center information
• Approval status and sign-off history

Without a clear requisition process, teams often send ad hoc emails or chat messages that are hard to track, easy to forget, and difficult to audit later.

Why Manage Requisitions in ClickUp?

Managing purchase requisitions in ClickUp gives finance, operations, and project teams one place to collect, review, approve, and track all purchase requests.

Key benefits include:

• Centralized intake: Every request comes through a standard form, so details are complete and consistent.
• Clear approvals: Use custom statuses, assignees, and comments to show who must approve each request.
• Easy collaboration: Tag stakeholders, attach quotes, and discuss details directly inside the task.
• Built-in documentation: Keep a reliable record of what was requested, approved, and purchased.
• Scalability: Reuse the same template across departments, projects, and locations.

Prepare Your Purchase Requisition Workflow

Before you build your workflow in ClickUp, map out what your team needs from a requisition process.

1. Define who can submit requests. Decide if all staff, only managers, or specific roles can start a requisition.
2. List approval levels. Identify when you need manager, department head, or finance approval, especially for larger amounts.
3. Clarify required data. Choose the minimum details every form must capture (description, cost, vendor, timeline, and justification).
4. Plan routing rules. Decide how requests move between reviewers, and when they convert into purchase orders.
5. Decide how you will report. Think about what you want to track, such as number of requests, total spend requested, or approval time.

Once you understand your process, you can configure a purchase requisition template to match it inside ClickUp.

How to Use a ClickUp Purchase Requisition Template

ClickUp offers ready-made templates designed for purchase requests so you do not have to build your system from scratch.

Step 1: Access a Purchase Requisition Template

To get started, open your Workspace and browse the template library. Look for purchase requisition form templates that include request forms, task layouts, and workflow stages tailored to procurement.

You can explore examples and ideas by reviewing the template recommendations in the original guide at this ClickUp purchase requisition form templates article.

Step 2: Add the Template to a ClickUp Space or Folder

After choosing a suitable template, add it to the Space or Folder dedicated to finance, procurement, or operations.

1. Create or open a Space where you will manage purchase requests.
2. Apply the template so it creates the Lists, views, and fields you need.
3. Rename the List to match your process, for example, “Purchase Requisitions” or “Procurement Requests”.

This keeps all requisitions organized in one structured location.

Step 3: Customize ClickUp Fields for Your Team

Most purchase requisition templates in ClickUp include sample Custom Fields for costs, vendors, and approvals. Adjust these to align with your organization.

Common Custom Fields to set up include:

• Estimated Cost (currency)
• Vendor Name (text or dropdown)
• Category (IT, marketing, operations, etc.)
• Department (dropdown or labels)
• Priority (low, medium, high, urgent)
• Target Delivery Date (date)
• Budget Code / GL Code (text)
• Approval Status (dropdown)

Use short, clear labels so requesters can complete the form quickly and accurately.

Step 4: Build a ClickUp Form for Intake

To standardize how people submit purchase requests, convert your required fields into a Form view.

1. In your requisition List, add a new Form view.
2. Drag and drop the fields you want the requester to fill out, such as item description, cost, vendor, quantity, and justification.
3. Add helper text so people understand what information is needed.
4. Choose which List new submissions are created in and assign a default owner or team.
5. Copy the shareable URL for the Form and send it to staff or embed it in your intranet or knowledge base.

Every form submission automatically creates a task in ClickUp, keeping all requests consistent, searchable, and trackable.

Step 5: Configure ClickUp Statuses and Workflow

Statuses show where each requisition stands and who must act next. Start with a simple flow and expand it over time.

Typical statuses include:

• Submitted – Request has been created and is waiting for review.
• Under Review – A manager or approver is checking details.
• Needs Info – The requester must clarify or update information.
• Approved – The purchase is authorized and ready for ordering.
• Rejected – The request is not approved, along with a reason.
• Ordered – A purchase order has been created or the order is placed.
• Received – Items or services have been delivered.

In ClickUp, you can color-code these statuses, automate assignments when a status changes, and filter views by status so each role sees only what is relevant to them.

Step 6: Assign Roles and Collaborate in ClickUp

Assign each requisition to the right approver or team and use comments to keep communication organized.

• Assignees: Set the person responsible for the next action, such as a manager or buyer.
• Watchers: Add finance or operations stakeholders who must stay informed.
• Comments: Request clarification, attach quotes, and log decisions directly on the task.
• Attachments: Upload vendor quotes, contracts, and screenshots to keep files and decisions together.

This reduces back-and-forth email and keeps an auditable history of every requisition inside ClickUp.

Step 7: Track and Optimize Requisitions in ClickUp

Use List, Board, and Dashboard views to monitor your requisition pipeline.

• Filter by status to see how many requests are waiting for approval.
• Group by department to understand where most requests come from.
• Sort by estimated cost to review high-value requisitions first.
• Use Dashboards to create charts of total requested spend over time.

With this data available in ClickUp, finance and leadership can quickly spot bottlenecks, identify spending trends, and refine policies.

Best Practices for Purchase Requisition Templates

To keep your requisition system efficient and easy to use, follow these best practices:

• Keep forms concise. Ask for only the information you truly need to approve a purchase.
• Use clear naming conventions. Name tasks and fields so anyone can understand them at a glance.
• Standardize categories. Use dropdowns instead of free text where possible to improve reporting.
• Document the process. Add a simple guidelines doc or link so staff know how to submit requests correctly.
• Review and refine regularly. Every few months, update your ClickUp template to reflect policy changes and feedback.

Where to Learn More

For additional ideas and ready-made layouts, you can reference the full overview of purchase requisition templates on the official blog at this ClickUp resource.

If you need broader help designing end-to-end workflows, automation, or AI-assisted documentation around your requisition process, you can also explore consulting resources at Consultevo.

By combining a clear purchase policy with flexible templates in ClickUp, your organization can control spend, speed up approvals, and keep purchasing firmly aligned with project and business goals.