Purchase requisition system

Updated September 4, 2026

Budget left if this is approved

$3,800

Cost a unit

$400

Share of the remaining budget this takes, percent

24

Nothing in these worksheets is a figure we found somewhere. Every number comes from the inputs you enter and the method stated on the page: the discount comes off the line total before tax, tax is charged on the goods and not on shipping, and the budget check is your own remaining balance less your own estimate. The defaults are a worked example, not a recommendation and not a benchmark.

A purchase requisition system is the step most small businesses skip, and skipping it is why the invoice is the first anyone hears about a purchase. A requisition is an internal request: somebody says what they need, what it will cost, which budget it comes from and why, and somebody else says yes before any money is committed. It is not bureaucracy for its own sake. It is the only point in the whole process where a purchase can still be stopped cheaply, and once a supplier has been told to proceed that point has passed.

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Capture the request before the supplier is contacted

The request has to exist before anyone rings the supplier, or it is a record of a decision already made. What, how many, roughly what it costs, which budget line and when it is needed. Five fields, and the fifth matters more than people expect because lead time decides whether the request is urgent or not.

Check it against the budget line it draws on

A request without a budget check is an approval made blind. On the worked example a $1,200 request against a line with $5,000 remaining leaves $3,800 and takes 24% of what was left, which is a very different conversation from the same request against a line with $1,300 in it.

Route it by value, not by seniority

One approver for everything is a bottleneck; everybody approving their own is not a control. A threshold does the work: on the worked example the request sits $200 above a $1,000 threshold, so it needs the second approver and the system knows that without anybody remembering the rule.

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Purchase requisition system: common questions

What is the difference between a requisition and a purchase order?

A requisition is internal and asks permission; a purchase order is external and commits you to a supplier. The requisition comes first, and the order should only exist once the requisition is approved.

Do small businesses really need requisitions?

If one person spends all the money, no. As soon as two or three people can commit spend, the requisition is what stops duplicate orders and budget overruns, and it costs about a minute per request.

What should the approval threshold be?

Low enough that a mistake is caught and high enough that routine buying is not blocked. Most small businesses land somewhere between $500 and $2,000, and the useful test is what size of surprise on an invoice would have annoyed you last year.

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Keeping the orders

The worksheet prices one order on one day. Pro remembers it: the requisition it came from, the number it was issued under, who approved it, what has been received against it and which invoice it was matched to.

• Download the order as a file you can send to a supplier
• Send the order out without the Requly watermark on it
• Come back to this order with the figures still in it
• Put your own logo on the orders your suppliers receive
• Take every requisition and order out at once, as a file
• Send the purchase order to the supplier without leaving the record
• Not used by Requly: nothing here takes a payment from your suppliers
• Match orders against the bills your books already carry

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