Free Payment Request Form (Excel)
A printable A4 payment request form in Excel. Line items, optional VAT and the total calculate automatically, with a clear approval area for sign-off.
Download the Payment Request Form (.xlsx)Designed and tested for Microsoft Excel. Prints on A4. General template only, not accounting or tax advice.
What’s inside
- Request details — request number, date, pay-by date, requester, department and cost centre.
- Payee details — payee or supplier, supplier invoice number, payment method, supporting documents and purpose.
- 8 line items — quantity × unit price, with automatic subtotal, optional VAT / sales tax and total.
- Form check — flags text or negative values, a VAT rate over 100% or a pay-by date before the request date.
- Approval — prepared, checked and approved by, plus a finance-only box for the payment date and reference.
How to use it
- Fill in the details. Replace the [bracketed] placeholders in the yellow cells.
- Add the line items. Enter quantity and unit price for each; amounts and totals calculate automatically.
- Add VAT if it applies. Enter your rate (for example 5%) or leave it blank — no country’s tax rate is built in.
- Check and sign. Make sure the Form check reads OK, then print or save as PDF, attach the invoice and collect the signatures.
Good payment controls
- Give every request a unique number so the same invoice cannot be paid twice.
- The person approving a payment should not be the person who requested it.
- Attach the supplier invoice or other evidence, and list it on the form.
- Finance records the payment date and reference once paid, closing the loop.
Frequently asked questions
What is a payment request form?
An internal form that asks the finance team to make a payment — for example to a supplier or contractor — and records what is being paid, why, how much and who approved it.
How is it different from a purchase requisition?
A purchase requisition asks for approval to buy something before it is ordered. A payment request asks finance to pay once the goods, service or invoice has arrived.
Does it calculate VAT?
Yes, if you enter a rate. VAT is calculated on the subtotal and rounded to two decimals. Leave the rate blank if VAT does not apply. Check the correct rate for your situation — this is not tax advice.
Can I add more lines?
The form has 8 lines to keep it on one A4 page. The sheet is protected without a password, so you can unprotect it (Review > Unprotect Sheet) and insert rows inside the table if you need more.
Does it work in Google Sheets?
The form is designed and tested primarily for Microsoft Excel. It can be opened in other spreadsheet applications, but some features may behave differently.
Related free resources
This form is a general template. Follow your organisation’s own approval and payment policies. Written and reviewed by Ghayas Uddin, MS (Finance), financial analyst. Last reviewed 5 October 2026. Found an error? Email support@babadigit.com.