About this template
An Accounts Payable Check Request Form is an essential internal document used by organizations to authorize disbursements for goods, services, or vendor invoices outside of standard purchase orders. This structured form captures critical financial data including payee details, invoice numbers, specific payment amounts, and banking or mailing information.
Transitioning to a digital check request workflow eliminates paper clutter, reduces approval bottlenecks, and ensures an accurate, searchable audit trail for your organization's accounting department. By centralizing requests in a Google Form, financial teams can review submissions faster, verify budget allocations, and process vendor payments with greater speed and accuracy.
Whether you manage finances for a growing business, non-profit, or institutional department, this template provides a reliable framework to maintain financial control and accountability across all outgoing payments.
Key features
- Capture vendor details, invoice numbers, and exact payment amounts in one place
- Streamline internal approvals and reduce processing delays for time-sensitive bills
- Attach supporting documents, receipts, or invoices directly to the request
- Maintain a clear, organized digital log for auditing and bookkeeping purposes
Use cases
- Reimbursing employee out-of-pocket business expenses
- Paying one-off vendor or independent contractor invoices
- Issuing urgent check disbursements for time-sensitive services
- Requesting advance payments for approved business travel or events
What this form collects
- Date of Request (Date)Select today's date.
- Request Number (Short answer)Enter your internal tracking or requisition number, if applicable.
- Requester Full Name (Short answer)Enter your first and last name.
- Requester Email (Short answer)Enter your work email address for status updates.
- Requester Phone Number (Short answer)Include area code.
- Payee / Vendor Name (Short answer)Enter the exact name of the person or company to whom the check should be made payable.
- Payee Mailing Address (Paragraph)Provide the complete street address, city, state, and ZIP code where the check should be mailed.
- Invoice or P.O. Number (Short answer)Enter the reference number associated with this payment.
- Description of Goods or Services (Paragraph)Provide a brief explanation of what was purchased and why the expense was incurred.
- Payment Amount (Short answer)Enter the total dollar amount requested (e.g., $1,250.00).
- Preferred Payment Method (Multiple choice)Select how the vendor should receive payment.
- Supporting Document Link (Paragraph)Please paste a link to your scanned invoice, receipt, or purchase order (Google Drive, Dropbox, etc.).
- Additional Details or Instructions (Paragraph)Include any special handling instructions, urgency notes, or account coding details.
FAQ
How do I start using this check request template?
Simply click the button to copy the template directly into your Google Drive as a fully editable Google Form.
Can I customize the fields to match our internal accounting codes?
Yes! You can easily add, remove, or edit any questions to include department codes, general ledger numbers, or specific approval hierarchies.
How do requestors attach copies of invoices or receipts?
Respondents can easily paste a link to their supporting documents or describe the attached file using the designated text upload fields.
Can I route notifications to our accounting team when a new request is submitted?
Yes, you can configure Google Forms to send instant email notifications to your accounts payable staff the moment a new request is submitted.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.