Streamline Software License & SaaS Purchase Approvals

Collect software and SaaS requests with licensing costs, budget codes, business justification, and security checks for fast, informed approvals.

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Software License & SaaS Subscription Purchase Approval Form

Requester Name

· · ·

Work Email

· · ·

Department

Submit

The Software License and SaaS Subscription Purchase Approval Form Template gives your organization a single, structured way to request and approve new software. Employees enter their name, work email, department, and the email of their approving manager or budget owner. They then specify the software or product name, vendor or reseller, and request type. A business justification section asks requesters to explain why the tool is needed and which alternatives they considered, so decision-makers have full context from the start.

The form is built for IT, procurement, finance, and security teams. It captures the licensing and cost details needed for an informed decision, including license type, billing frequency, contract or subscription term, number of licenses, cost per license, estimated total cost per billing cycle, and the cost center or budget code to charge. The security review and authorization section records the types of data the software will access or store and includes a vendor security and compliance checklist, so you can identify risks before any contract is signed.

This template helps you control software spend, reduce shadow IT, avoid duplicate subscriptions, and keep a clear record of who requested what and why. It replaces scattered email threads and spreadsheets with consistent, complete submissions that speed up reviews and keep stakeholders aligned. Customize the fields, request types, and checklist items to match your purchasing policy, then share the form online to start streamlining software approvals.

3 Pages

20 Questions

~7min To complete

Free No credit card needed

Field types Dropdown ×3 Short Text ×3 Email ×2 Full Name Single Choice Long Text daterange number currency Calculation Multiple Choice choicematrix File Upload termsandconditions Signature

Questions in this template

Free template

The exact questions included — customize any of them to fit your needs.

Page 1 Requester & Software Request 8 questions

Requester & Software Request

1 Requester Name * Full Name

2 Work Email * Email

3 Department * Dropdown

4 Approving Manager / Budget Owner Email * Email

5 Software / Product Name * Short Text

6 Vendor / Reseller Name * Short Text

7 Request Type * Single Choice

8 Business Justification & Alternatives Considered * Long Text

Page 2 Licensing & Cost Details 7 questions

Licensing & Cost Details

1 License Type * Dropdown

2 Billing Frequency * Dropdown

3 Contract / Subscription Term (Start – End) * daterange

4 Number of Licenses * number

5 Cost per License (per Billing Cycle) * currency

6 Estimated Total Cost per Billing Cycle Calculation

7 Cost Center / Budget Code * Short Text

Page 3 Security Review & Authorization 5 questions

Security Review & Authorization

1 Types of Data the Software Will Access or Store * Multiple Choice

2 Vendor Security & Compliance Checklist * choicematrix

3 Vendor Quote, Order Form, or Contract * File Upload

4 I confirm the information provided is accurate and complete. I understand that no software may be purchased, renewed, or installed, and no vendor contract or click-through terms accepted, until this request receives final approval. * termsandconditions

5 Requester Signature * Signature

How to use this template

Click "Use This Template Free" to open it in the FormBuilder editor. From there you can add, remove, or reorder fields with drag-and-drop, switch themes for instant restyling, add your logo, configure email notifications, and set your success message. When ready, publish with a unique link and start collecting responses immediately.