About this template
A check request is how someone who is not in accounts payable asks finance to pay a person or a vendor. This template takes the payee's name and address, the date of the request, the date the check is wanted, and the total amount. The requester says whether to mail the check or hold it for pickup, and if someone will pick it up, that person's name and an extension. The reason is a short paragraph. A chart-fields question collects account, fund, or department codes one line at a time, which is as close as a Google Form gets to the matrix on the source.
Then the requester types their name and date, and the approver types theirs. That second signature is still just a typed name. It shows who said yes. It does not move money. Your bank, your accounting system, or a printed check does that.
Finance teams use this so requests stop arriving as unmarked email. You can add your own account codes as a dropdown after you see which ones people actually type.
Key features
- Payee, amount, needed-by date, and reason are on one request.
- Mail versus pickup is a choice, with a name for who collects the check.
- Account codes go in a paragraph, one line each, until you build a dropdown.
- Requester and approver each type a name and a date.
- Does not send a payment. It only records the ask and the approval.
Use cases
- An office asking finance to pay a vendor.
- A school or nonprofit cutting a reimbursement check.
- A department that must show who approved a payment before it is issued.
- A shared inbox replacement for one-off check requests.
What this form collects
- Payee Full Name (Short answer)Short answer.
- Request Date (Date)Use the calendar date.
- Payee Address (Paragraph)A sentence or two is enough.
- Date Wanted (Date)Use the calendar date.
- Total Amount (Short answer)A number or short range is enough.
- Mail Check Status (Multiple choice)Pick the closest match.
- Pick Up Check By Full Name (Short answer)Short answer.
- Extension Number (Short answer)Include a country code if you are not in the same country.
- Reason for Request (Paragraph)A sentence or two is enough.
- Chart Fields Matrix (Paragraph)One line per item: the code or habit, then the value.
- Requested By Full Name (Paragraph)A sentence or two is enough.
- Requester Date (Date)Use the calendar date.
- Financial Approver Full Name (Short answer)Short answer.
- Approver Date (Date)Use the calendar date.
FAQ
Does submitting this print a check?
No. It records the request and the approver's name. Someone in finance still has to pay it in your accounting system.
What are chart fields?
The account, fund, or department codes your books use. People write them as lines of text. Turn the common ones into a dropdown once you know the list.
Can the approver be the same person as the requester?
The form will accept it. Your own policy should say whether that is allowed. The two name fields exist so the names can differ.
What if we pay by transfer, not check?
Rename the mail-or-pickup question, or delete it. The amount, payee, reason, and approval still apply.
Should the amount include tax?
Ask for the total you want written on the check, and put tax or invoice numbers in the reason if finance needs them.
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.