Purchase Request Automation
Purchase Requests From Request to Approval.
Digitize purchase requisitions with structured request forms, approval routing, supporting documents, notifications and clear visibility from submission to procurement handoff.
Discuss Your Purchase ProcessDigital Purchase Requests
Approval Hierarchy
Status Tracking
Procurement Handoff
Overview
Bring structure to every internal purchase request.
Purchase requests often begin through emails, spreadsheets, printed forms or messages. This can make it difficult to identify what was requested, why it was needed, who approved it and what should happen next.
Purchase request automation creates a structured digital process where employees submit requirements through a defined form and the request follows the appropriate approval route.
Once approved, the request can move into the procurement process with the relevant request details, supporting information and approval history attached to it.
Capabilities
Everything needed to move a purchase request forward.
Digital Request Forms
Capture purchase requirements through structured digital request forms.
Item Details
Record requested items, quantities, specifications and business requirements.
Business Justification
Capture the purpose and justification behind the purchase request.
Supporting Documents
Attach quotations, specifications or other relevant request documents.
Approval Routing
Route purchase requests through defined authority and approval levels.
Conditional Approvals
Apply different approval paths according to defined request conditions.
Request Status
Track whether requests are submitted, pending, approved, rejected or completed.
Notifications
Notify relevant users when requests require action or change status.
Approval History
Maintain relevant workflow decisions and approval activity with the request.
Procurement Handoff
Move approved requirements into the next procurement stage.
Department Visibility
Organize purchase requests by department, team or business unit.
Request Reporting
Structure purchase request information for operational reporting and analysis.
Business Challenges
Small process gaps can create bigger procurement delays.
Requests Arrive Through Different Channels
Purchase requirements may arrive through email, messages, spreadsheets or verbal communication.
Required Information Is Missing
Procurement teams may need to repeatedly ask for quantities, specifications or justification.
Approval Status Is Unclear
Requesters may not know whether their request is pending, approved, rejected or waiting for action.
Approval Levels Vary
Different purchase values or departments may require different approval authorities.
Documents Are Scattered
Quotations and supporting documents may be stored separately from the original purchase request.
Procurement Receives Incomplete Handoffs
Approved requirements may reach procurement without complete request or approval information.
Request Journey
Give every purchase request a clear digital journey.
Request
Submit purchase requirement
Review
Validate request information
Approve
Route through authority levels
Procure
Hand off approved requirement
Request Information
Capture the information procurement needs from the start.
The exact fields can be configured around the organization's purchasing process and internal requirements.
Requester
Department
Item / Service
Quantity
Required Date
Estimated Amount
Business Justification
Project / Cost Center
Priority
Specifications
Supporting Documents
Additional Notes
Approval Routing
Route each request according to your authority structure.
Purchase requests do not always follow one approval path. Routing can be designed around defined business conditions and approval authority.
Amount-Based Routing
Route higher-value requests through additional approval levels where required.
Department-Based Routing
Send requests to the relevant departmental manager or designated authority.
Category-Based Routing
Apply different approval paths according to purchase type or category.
Project-Based Routing
Route project-related requests through designated project stakeholders.
Multi-Level Approval
Move requests sequentially through multiple decision-makers.
Management Approval
Route selected requests to senior management according to defined rules.
Procurement Handoff
Connect approved requests with the procurement process.
Purchase request approval is often only the beginning. Once approved, the requirement needs to move to the team responsible for sourcing, quotations, supplier coordination or purchasing.
Approved Requirement
Keep the original request information connected to the approved requirement.
Supporting Documents
Carry relevant attachments and specifications into the next operational stage.
Approval Information
Maintain relevant approval decisions with the purchase request.
Procurement Assignment
Assign the approved requirement to the responsible procurement user or team.
Status & Tracking
Know where each purchase request currently stands.
A structured status model helps requesters, approvers and procurement teams understand the current stage of each request.
Draft
Submitted
Under Review
Pending Approval
Approved
Rejected
In Procurement
Completed
Notifications
Keep requesters and approvers informed as the process moves.
Request Submitted
Confirm that the purchase request entered the workflow.
Approval Required
Notify the appropriate approver when action is required.
Pending Reminder
Remind users about requests waiting for defined actions.
Request Approved
Inform relevant users when approval is completed.
Request Rejected
Notify the requester when the request is rejected.
Procurement Handoff
Notify the procurement team when an approved request requires further action.
Microsoft Solution
Build purchase request workflows around Microsoft 365.
For suitable Microsoft environments, purchase request solutions can combine Power Apps, Power Automate, SharePoint or Dataverse depending on process, data and licensing requirements.
Power Apps
Create a tailored interface for employees to submit and review purchase requests.
Power Automate
Route approvals, trigger notifications and automate suitable workflow actions.
SharePoint
Store suitable request data, documents and supporting business information.
Dataverse
Support structured application data where the solution architecture requires it.
Reporting
Turn purchase request data into operational visibility.
Structured digital requests make it easier to organize and analyze purchasing activity using the information captured throughout the process.
Total Requests
Pending Requests
Approved Requests
Rejected Requests
Department Analysis
Request Values
Category Analysis
Request Status
Integrations
Purchase requests do not have to operate in isolation.
Depending on available APIs, connectors and permissions, purchase request workflows can integrate with suitable business applications and data sources.
ERP Systems
Procurement Systems
SharePoint
Microsoft 365
Dataverse
SQL Databases
REST APIs
Custom Applications
Our Process
Build automation around your purchasing process.
Discover
Understand how purchase requests are currently raised, reviewed and approved.
Map
Define request fields, approval levels, conditions, statuses and responsibilities.
Automate
Build the request interface, workflow logic, notifications and required integrations.
Deploy & Evolve
Launch the workflow and adapt it as purchasing rules or processes change.
Why Incodiv
Purchase automation designed around your operational rules.
We look beyond the request form and consider the complete process — request data, authority levels, documents, notifications, procurement handoff, reporting and integration requirements.
Business-specific purchase workflows
Multi-level approval design
Power Platform implementation options
Procurement workflow integration
Structured request & document data
Reporting & system integration options
Related Services
Related purchasing and automation capabilities.
FAQ
Purchase request automation, explained.
What is purchase request automation? +
Purchase request automation digitizes the process of submitting, reviewing, approving and tracking internal purchase requirements using structured forms and workflows.
Can employees submit purchase requests digitally? +
Yes. A digital form or business application can capture purchase details, quantities, justification, estimated values and supporting documents.
Can approval levels depend on purchase amount? +
Yes. Amount thresholds can be used as workflow conditions to determine which approval levels are required.
Can quotations and documents be attached? +
Yes. Supporting documents can be associated with purchase requests where the selected solution architecture supports document storage.
Can the requester track the request status? +
Yes. The solution can provide appropriate status visibility such as submitted, pending approval, approved, rejected or in procurement.
Can Power Apps and Power Automate be used? +
Yes. For suitable Microsoft environments, Power Apps can provide the request experience while Power Automate manages workflow and approval logic.
Can approved requests move to procurement automatically? +
The workflow can trigger the next procurement stage after approval. The exact level of automation depends on the procurement process and systems that need to be connected.
Turn purchase requisitions into a structured digital workflow.
Tell us how employees raise purchase requests, who approves them and how approved requirements move into procurement.
Discuss Your Purchase Process