Purchase Request Database Template

Your Purchase Request database at a glance

This template gives your team a centralized place to submit, track, and approve buying requests. It replaces scattered email chains and disjointed files with a unified tracking system.

The database links user profiles directly to their purchase requests, so you always know who asked for what. You can track item details, vendor information, price, and exact approval statuses in a single, clean view.

Why tracking purchase requests in Excel breaks down

Managing company spending in spreadsheets quickly turns into a nightmare of lost receipts and broken rows. When multiple employees try to update their requests at the same time, data gets overwritten and approvals fall through the cracks.

What a structured database changes

In a proper workspace, your data stays perfectly organized because every column has a strict format. Price entries stay as currency, receipts are formally attached as files, and status updates like "Approved" are restricted to set drop-downs.

This is exactly what Softr Databases are designed for. They securely connect your team's requests without relying on fragile formulas or copy-pasting vendor details across multiple tabs.

What you can do with this template

Start standardizing your team's spending requests immediately. You can collect precise vendor details, attach quotes directly to the record, and categorize items from office supplies to software subscriptions.

It seamlessly tracks the exact status from "Awaiting approval" to "Approved," keeping budget managers and employees perfectly aligned.

Who is this Purchase Request database for

This system is built for teams that need to organize spending without slowing down daily operations.

• Finance Managers: Track incoming requests, control spending, and review vendor quotes in one secure place.
• Department Heads: Easily review software renewals or hardware requests from their direct reports.
• Operations Teams: Maintain a clear log of all equipment purchases, vendor contacts, and repair costs.

How to take it further

Customize this database to perfectly match your company's procurement rules. You can add new status types to the drop-down menus or create specific budget category tags.

Bring your historical spending data directly into the system. You can easily import CSV files to transition away from old spreadsheets without losing past records.

When your team is ready, you can transform this data into a secure internal portal using a custom interface builder. This lets employees log in to submit requests through a clean form instead of accessing the raw database.

By applying users and permissions, you can ensure that employees only see their own requests while managers see everything. Starting with a structured database makes building this type of custom app completely effortless.