When purchase requests arrive by email, chat and hallway conversation, things slip — approvals stall, duplicate requests sneak through, and no one can say where a given request stands. A central log fixes that by giving every request a single home and a visible status from the moment it is raised to the moment a purchase order is issued. This free Excel template registers each request with its requester, value, approval status and PO reference, so procurement always has one reliable picture of the queue.
Why keep a request log
A log turns a scattered inbox of asks into an orderly queue. Each request gets an ID and a status, so requesters can be told where their request stands and procurement can prioritise by value and urgency instead of by whoever chases hardest.
It also closes control gaps. A register makes duplicate or split requests visible, records who approved what, and links each approved request to the purchase order it became — a clean trail from need to commitment.
Using the request log
Log every request as it comes in:
- Give each request a unique ID and record the date and the requester.
- Capture the description, category and estimated value.
- Update the approval status as the request moves through review.
- Record the approver and the approval date once it is signed off.
- Add the PO reference when the request is converted into an order.
Getting the most from the log
Make the log the single point of entry so nothing bypasses it — a request that is not logged cannot be controlled. Route approvals against your approval matrix so the right authority signs off at each value. Review open requests regularly to clear bottlenecks, and use the completed history to spot recurring needs worth planning or consolidating.
Download the Purchase Request Log Template
Free, editable Excel (.xlsx). Complete the form above and your download starts instantly.
Common questions
What is a purchase request log template?
It is a spreadsheet that registers every purchase request in one place, tracking its requester, value and approval status from submission through to the purchase order it becomes.
How is a purchase request different from a purchase order?
A purchase request is an internal ask for something to be bought and must be approved first. A purchase order is the formal instruction issued to a supplier once the request is approved. The log links the two.
What format is the request log template in?
A Microsoft Excel (.xlsx) file with a structured register and no locked cells. It also opens in Google Sheets and LibreOffice Calc.
Is this purchase request log template free?
Yes. Enter your work email above and the editable Excel file downloads automatically, free of charge.
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