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Accounts Payable Request Form Template

Bring order to your accounts payable process with a structured digital intake form. This template captures vendor contact details, invoice number and amount, payment method preference, and PO number — giving your AP team everything they need to process payments without email chains or missing information.

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Free for non-commercial projects, with unlimited forms and responses.

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The starting point

About this template

An accounts payable request form standardizes the way invoices and payment requests enter your organization. Instead of invoices arriving via email, paper mail, and ad-hoc conversations, a structured form ensures your AP team receives every piece of information needed to process payment — vendor identity, invoice details, PO reference, and payment method — in one place.

More about this template

Missing information is the most common cause of AP processing delays. An invoice without a purchase order number gets routed to procurement for verification. A payment request without clear banking details for ACH requires a phone call. A form that captures all of this upfront reduces back-and-forth and helps your team process invoices faster, improving vendor relationships and avoiding late payment penalties.

formformform makes it straightforward to deploy an AP intake form that internal stakeholders or external vendors can complete online. Submissions arrive in your AP inbox immediately, and every field is captured in a consistent format that's easy to export and reconcile against your accounting system.

11 fields to make your own9 required in this starting form

Make it fit your workflow.

Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.

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The questions, explained

Fields in this template

Review the starting questions and choices. You can change them in your own copy.

  • Short answerRequired

    Vendor Name

    Company or individual name

  • Email addressRequired

    Vendor Contact Email

    billing@vendor.com

  • Short answerRequired

    Invoice Number

    INV-00123

  • DateRequired

    Invoice Date

  • DateRequired

    Payment Due Date

  • NumberRequired

    Invoice Amount (USD)

    0.00

  • Long answerRequired

    Description of Goods or Services

    Describe what was purchased or the service rendered.

  • Short answerOptional

    Purchase Order Number (if applicable)

    PO-0045

  • DropdownRequired

    Preferred Payment Method

    4 choices
    • Check
    • ACH / Direct Deposit
    • Wire Transfer
    • Credit Card
  • Short answerOptional

    Account Number or Routing Information (for ACH/Wire)

    Provide routing and account number if ACH or wire

  • Single choiceRequired

    Is this the first payment to this vendor?

    2 choices
    • Yes — New Vendor
    • No — Existing Vendor
Where it fits

Who uses this template

Suggested uses, and why this starting point can help. Adapt the questions to your own process.

Finance and accounting teams

Collect the details needed to review a request consistently and identify missing information before the next step. Review “Invoice Number” in particular and adapt it to the detail you need.

Small business owners

Turn initial interest into information you can review. Use the answers to prepare a relevant follow-up and decide whether the opportunity fits your work. Review “Invoice Date” in particular and adapt it to the detail you need.

Procurement departments

Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Payment Due Date” in particular and adapt it to the detail you need.

Nonprofit organizations

Gather the details needed before making arrangements. Consistent answers help you spot special requirements and prepare the next step. Review “Invoice Amount (USD)” in particular and adapt it to the detail you need.

Government agencies

Get a useful brief before the first conversation. Written context helps you assess fit, prepare questions and decide what to discuss next. Review “Description of Goods or Services” in particular and adapt it to the detail you need.

Startups with growing vendor bases

Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Purchase Order Number (if applicable)” in particular and adapt it to the detail you need.

What's included

Vendor name and contact email fields
Invoice number, date, and due date fields
Invoice amount with numeric validation
Description of goods or services
Purchase order reference number
Payment method dropdown (check, ACH, wire, credit card)
New vs. existing vendor identification
Instant submission notification to AP team

How to create an accounts payable request form

  1. 1

    Click 'Use this template' to open the accounts payable form in the formformform editor.

  2. 2

    Add an Upload field so vendors can attach the invoice PDF itself, and note in the form intro where to email anything too large for the 2 MB per-file limit.

  3. 3

    Add a cost center or department code field if your organization requires budget allocation tracking.

  4. 4

    Configure email notifications to route to your accounts payable team or general finance inbox.

  5. 5

    Embed the form on your internal finance portal or share the link with vendors via your invoice submission email template.

  6. 6

    Export submissions periodically to reconcile against your accounting software (QuickBooks, NetSuite, Xero, etc.).

Best practices for your accounts payable request form

Make the invoice number required

it's the primary identifier that connects this submission to an actual invoice and prevents duplicate payment processing.

Include both invoice date and due date

due date is what drives payment prioritization, while invoice date determines aging and terms.

Ask about new vs. existing vendors upfront

new vendors typically require additional onboarding steps (W-9, vendor setup in your accounting system) before payment can be issued.

Use a payment method dropdown, not a text field

free-text payment preferences are ambiguous ('direct deposit' vs. 'ACH' vs. 'bank transfer' all mean the same thing).

Add a PO number field but make it optional

not all purchases go through formal purchase orders, and making it required will block legitimate invoices.

Include a description of goods or services

it provides audit trail context and helps approvers verify the invoice against actual purchases.

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Frequently asked questions

Can vendors submit this form directly, or is it only for internal use?

It works both ways. You can share the form link directly with vendors so they self-submit their invoices, or you can use it as an internal intake form where your team enters invoice details on behalf of vendors.

How do I handle invoice attachments?

Vendors can attach the invoice itself — an Upload field on the request form takes a PDF at up to 2 MB, comfortably covering a typical single invoice. For a multi-invoice batch or a scanned packet that runs bigger than that, having the vendor email the file to your AP inbox with the invoice number in the subject line is still a solid fallback.

Can I add an approval workflow to this form?

formformform captures and delivers submissions but does not include built-in approval routing. You can route the email notification to a shared inbox and use your team's internal process to approve before payment is issued.

Can I export submissions to my accounting software?

Yes. You can export all form submissions from the formformform dashboard as a CSV file, which can be imported into QuickBooks, Xero, NetSuite, or any other accounting platform that accepts CSV imports.

What should I put in the 'Account Number or Routing Information' field?

This field is for ACH or wire transfer banking details. If your organization has a secure method for collecting banking information, you can note that vendors should use that channel instead and make this field optional or remove it.

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