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IT template

Software license request workflow template

Ask for a new tool, have IT and security check it and get the recurring cost approved.

5 steps 18 fields
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Free for 14 days. No credit card. You can change every step and field.

How it runs, step by step

The process reads from top to bottom. Each step goes to its owner with a deadline, and everything that happens is recorded in the request's timeline.

  1. Request

    Whoever starts the request

    Tell us about the software and who will use it.

    7 fields in the request form
    • Software * Text
    • Website Link
    • Number of users * Number
    • Monthly price per user * Amount
    • Cost per year Calculated
    • Will it store personal or customer data? *No, Yes Choice
    • What problem does it solve? * Long text

  2. IT review

    A person or team you choose

    IT checks if we already have something similar and if it fits our environment.

    Due in 3 days (business time)
    3 fields
    • Do we already have a similar tool? *No, Yes Choice
    • Which one? * Text · when needed
    • Technical opinion * Long text

  3. Security and privacy review

    A person or team you choose

    Required when the tool stores personal or customer data.

    Approval: Approvers you choose Due in 5 days (business time) Runs only when needed
    2 fields
    • ChecksPrivacy policy compliant with data protection law, Data processing agreement available, Two-factor authentication or SSO, Data export and deletion available Checklist
    • Notes Long text

  4. Budget approval

    A person or team you choose

    The manager of the area approves the recurring cost.

    Approval: Approvers you choose Due in 2 days (business time)
    2 fields
    • Cost center * Text
    • Notes Long text

  5. Purchase and setup

    A person or team you choose

    IT subscribes, creates the users and records the renewal.

    Due in 3 days (business time)
    4 fields
    • Billing *Monthly, Yearly Choice
    • Renewal date * Date
    • Account administrator * Text
    • Invoice or receipt Files

Make it yours

  • Rename and reorder steps and add the fields your team actually needs. Totals and formulas are calculated as people type.
  • Choose who does each step: a person, a team, the requester's manager, or someone picked earlier in the form.
  • Set the approvals, including approval limits by amount, and let approvers decide straight from their email.
  • Add deadlines and reminders, counted in business hours if you want, and escalate late steps.

More IT templates

Access request

Ask for access to a system, get the right approvals and keep a record of who can do what.

Request → Manager approval → Security approval → Grant access → Confirm access

Equipment request

Ask for a laptop, monitor or accessory and follow it until it is in your hands.

Request → IT assessment → Purchase approval → Prepare and deliver → Confirm receipt

Incident report

Report something that is down or broken, follow the fix and learn from the serious ones.

Report → Triage → Resolution → Post-mortem → Confirm the fix

Start from this template

Copy it into your workspace, invite the people involved by email, and send the first request today. One plan with every feature, from $49 a month for 5 users.

Use this template