Payment Approval Request
Admin
Ask a manager to approve a named payment before anyone cuts a check — amount, vendor, and why it cannot wait.
A Slack ping that says “can you approve $480?” hides the vendor and the due date. This GRTforms template names the payee, the amount, and why it cannot wait so an approver can say yes without opening three other threads.
Who it is for
Controllers, office managers, and founders who still approve payments by hand.
When to use it
Use it before anyone sends a wire or prints a check. Expense Reimbursement is the employee claim. Billing Question is a customer asking about a charge. Year-End Document List is the packet of files, not a payment.
What this form collects
Requester identity, vendor, amount, payment kind, needed-by date, a short reason, and an optional invoice upload.
- Weekly AP batch that still needs a human yes
- One-off refund a manager must see first
- Contractor invoice that is not on a PO yet
Preview mode: This is a live read-only render of the template. Sign up to clone it into your account, or customize it with the guest AI builder first.
Payment Approval Request
Frequently asked questions
Does submitting this pay anyone?
No. GRTforms does not move money. This is an approval request. Your bank or processor still sends the payment after someone reviews it.
Can two people approve the same request?
The form records one submission. Route it to a second person with an email notification if you need a second look.
What if the invoice is missing?
Keep the file optional so a verbal quote can still be logged. Make it required after you clone the template if your policy never pays without paper.
Related templates
Nearby GRTforms templates for the same job or the next step after this one.
Expense Reimbursement
Request a reimbursement with amount, category, date, cost center, and a receipt file finance can audit.
Billing Question
Route invoice and charge questions with account email, invoice ID, and what looks wrong.
Year-End Document List
Collect the year-end files a bookkeeper actually opens — W-9s, statements, and a note about what is still missing.
Refund Request
Take refund asks with order reference, reason, amount, and how the customer wants to be repaid.
Volunteer Signup
Sign up volunteers with availability, skills, and an optional waiver signature.