Supplier intake request with approval routing
One request form for every new supplier, purchase or renewal. It works out the total contract value, the sourcing route, the risk class and exactly who has to approve.
- Free Excel file, no sign-up
- Approvers worked out by formula
- Editable delegation of authority
- Request log for 100 requests
| A | B | C | D | E | |
|---|---|---|---|---|---|
| 4 | Request | Annual spend | Risk class | Sourcing route | Required approvers |
| 5 | REQ-0142 | 180,000 | High | RFP through InitiativesHub | Line manager, Category manager, Head of procurement, CFO, Quality |
| 6 | REQ-0143 | 24,000 | Medium | RFQ, at least three quotes | Line manager, Category manager, IT architecture |
| 7 | REQ-0144 | 6,500 | Low | Direct award, one quote | Line manager |
What is inside
4 sheets, ready to use.
Yellow cells are yours to fill in. Grey cells calculate. Every sheet has a worked example so you can see the expected format.
Read me
Purpose, steps, colour legend and assumptions.
Intake request
The request form with dropdowns, a worked example and the calculated route, risk class and approvers.
Request log
One row per request with the same calculations, so you see volume, spend and status together.
Approval routing
Your thresholds, approvers, extra approvers by risk and category, and sourcing routes.
How to use it
Four steps from download to a decision.
No macros, no add-ins. It works in Excel, Google Sheets and LibreOffice.
01
Fill in the yellow cells on the Intake request sheet. Column C shows a worked example.
02
Total contract value, sourcing route, risk class and required approvers are calculated.
03
Set the thresholds and approvers on the Approval routing sheet to match your delegation of authority.
04
Log every request on the Request log so volume, spend and status sit in one place.
Spreadsheet or platform
Start in Excel. Move when the volume or the stakes grow.
The template and the platform use the same structure, so nothing you set up here is wasted.
This spreadsheet is enough when
- A few requests a month reach procurement
- Approvals happen by email and that is acceptable to audit
- You do not need to report on cycle time or maverick spend
Move it into EvaluationsHub when you need to
- Route every request automatically to the right approvers in InitiativesHub
- See where each request is waiting and how long approvals take
- Move straight from approved request to RFQ or RFP and award
- Keep the request, the decision and the contract on one supplier record
Questions
Before you download
What should a supplier intake request capture?
The business need and owner, the estimated total contract value over the full term, the category, any data or system access the supplier will get, and whether an existing supplier could cover it. Those answers decide the sourcing route, the risk class and who has to approve.
Is the template really free?
Yes. The file downloads directly, with no form and no email address.
When should we move this out of Excel?
When several people rate the same suppliers, when suppliers need to see their results, or when actions get lost between file versions. That is usually the point where a shared platform pays back. Signs you have outgrown the spreadsheet →
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Run it live
Run this process with your suppliers, not just in a file.
Start a free sandbox and set it up yourself: send requests and surveys to real suppliers, collect answers and see scores in one place.
