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Invoice Request Form Template

Keep accounts payable running smoothly with a standardized invoice request form. Employees or vendors submit invoice details, payment terms, and supporting documents in one place — eliminating back-and-forth emails and reducing processing delays. Built for any team that needs an organized, auditable paper trail for every payment.

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

Last updated

The starting point

About this template

An invoice request form creates a formal, structured channel for submitting vendor invoices inside an organization. Rather than forwarding PDFs through email threads that get lost or misfiled, this form captures every required detail — vendor info, amounts, due dates, payment method preference, and purchase order numbers — in a single submission that lands directly in your accounts payable queue.

More about this template

For finance teams processing dozens or hundreds of invoices per month, consistency is the key to speed. When every submission follows the same structure, payment runs can be batched efficiently and discrepancies caught before they become disputes. The supporting document checklist ensures that approvers always know whether a receipt or contract is on file before authorizing payment.

formformform makes it easy to deploy this form across an organization without any IT involvement. Share the link in Slack, add it to an internal wiki, or embed it on your company intranet. All submissions are stored in your dashboard for review, and you can export the data to a spreadsheet at any time for reconciliation.

12 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

    Requester Name

    Jane Smith

  • Email addressRequired

    Requester Email

    jane.smith@company.com

  • Short answerRequired

    Department or Project

    Marketing / Q2 Campaign

  • Short answerRequired

    Vendor Name

    Acme Supplies LLC

  • Short answerOptional

    Vendor Email

    billing@acmesupplies.com

  • NumberRequired

    Invoice Amount

    1250.00

  • DateRequired

    Invoice Date

  • DateRequired

    Payment Due Date

  • DropdownRequired

    Payment Method

    6 choices
    • ACH / Bank Transfer
    • Check
    • Credit Card
    • Wire Transfer
    • PayPal
    • Other
  • Short answerOptional

    Purchase Order Number

    PO-2024-00123

  • Long answerRequired

    Description of Services or Goods

    Describe what was purchased or the services rendered...

  • Multiple choiceOptional

    Supporting Documents

    4 choices
    • Invoice copy attached
    • Receipt attached
    • Contract or agreement attached
    • Delivery confirmation attached
Where it fits

Who uses this template

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

Accounts payable teams

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

Finance departments

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

Operations managers

Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Invoice Date” 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 “Payment Due Date” in particular and adapt it to the detail you need.

Procurement teams

Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Payment Method” in particular and adapt it to the detail you need.

Project managers

Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Purchase Order Number” in particular and adapt it to the detail you need.

Freelancers billing clients

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 Services or Goods” in particular and adapt it to the detail you need.

What's included

Captures vendor name, email, invoice amount, and due date
Payment method dropdown with common options
Purchase order number field for easy cross-referencing
Description of services or goods field for audit trails
Supporting document confirmation checkboxes
Instant email notification on every submission
Unlimited submissions with no per-form fees

How to create an invoice request form

  1. 1

    Click "Use this template" to open the invoice request form in formformform and start customizing.

  2. 2

    Adjust the payment method options to match your organization's approved vendors and payment rails.

  3. 3

    Add any company-specific fields — cost center codes, GL account numbers, or approval workflow fields.

  4. 4

    Set up email notifications so your accounts payable inbox is alerted on every new submission.

  5. 5

    Share the form link with employees, vendors, or contractors who need to submit invoices.

  6. 6

    Publish the form or embed it on your company intranet, finance portal, or internal wiki.

Best practices for your invoice request form

Require a purchase order number

linking invoices to POs prevents duplicate payments and simplifies month-end reconciliation.

Set a clear payment due date field

capturing this at submission time prevents rushed approvals and late payment penalties.

Include a description of services field

a written description creates a paper trail that protects your organization during audits.

Use the supporting documents checklist

prompting submitters to confirm attachments reduces back-and-forth follow-up before approval.

Keep vendor email optional

internal requesters submitting on behalf of a vendor may not always have that on hand, so blocking on it slows down submissions.

Export monthly to CSV

run a regular data export and reconcile against your accounting system to catch any orphaned submissions.

12 form ideas you can build with this template

Freelancer Invoice Submission Form

Lets independent contractors submit invoices with project code, hours worked, and payment method preference without emailing the finance team directly.

Marketing Vendor Invoice Form

Captures invoices from advertising agencies, print vendors, and media buyers with campaign name and budget line item for accurate cost allocation.

IT Vendor Invoice Request

Standardizes software license, hardware, and SaaS subscription invoices with license key and service period fields for IT procurement tracking.

Construction Subcontractor Invoice Form

Collects invoice submissions from subcontractors including job site, work phase, and retention amount for progress billing on large projects.

Healthcare Supplier Invoice Form

Processes invoices from medical supply vendors with lot number and delivery confirmation fields required for compliance documentation.

Event Vendor Payment Request Form

Gathers invoices from caterers, A/V companies, and venue operators after events with event date and event code for budget reconciliation.

Law Firm Disbursement Invoice Form

Handles invoices from court reporters, expert witnesses, and process servers with matter number and billing timekeeper for client cost recovery.

Restaurant Supplier Invoice Form

Processes food and beverage distributor invoices with delivery date, invoice number, and receiving confirmation for weekly payment runs.

Property Management Contractor Invoice Form

Collects maintenance and repair invoices from contractors with property address, unit number, and work order reference for tenant charge-back.

Nonprofit Grant Vendor Invoice Form

Standardizes invoices tied to grant-funded projects with grant code and allowable expense category for funder reporting and audits.

Staffing Agency Invoice Form

Captures temp agency billing with employee name, pay period, hours, and bill rate for weekly reconciliation against timesheet records.

University Department Invoice Request Form

Processes invoices from external speakers, consultants, and service providers with department index code and requisition number for university procurement.

Frequently asked questions

Can vendors submit this form directly, or is it just for internal staff?

Either approach works. You can share the form link directly with vendors so they submit their own invoice details, or keep it internal for AP staff to log invoices on behalf of vendors. The form works the same way either way.

How do I attach the actual invoice file?

formformform's current template uses a checklist to confirm that documents are attached — the physical file can be emailed separately or uploaded to a shared drive. If you need file uploads built into the form itself, you can add a file upload field in the form editor.

Can I route submitted invoices to different approvers based on amount or department?

You can set up separate forms for different departments or thresholds, each with its own notification email. For more complex multi-step approval workflows, you would connect the form submissions to a tool like Zapier or Make to route notifications conditionally.

Is there a limit to how many invoices I can collect?

No. formformform allows unlimited submissions on all plans. You can process as many invoices as your team handles each month without hitting a cap.

Can I export invoice submissions to a spreadsheet?

Yes. All submissions are available in your formformform dashboard and can be exported to CSV at any time for import into your accounting software or spreadsheet.

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