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Finance template

Supplier payment workflow template

Request a one-off payment such as an advance, a fee or a service, with the right approvals.

4 steps 14 fields
Use this template See the steps

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 finance who to pay, how much and when.

    7 fields in the request form
    • Supplier *Company name and tax ID Text
    • Payment type *Advance, Installment, One-off service, Tax or fee, Other Choice
    • Amount * Amount
    • Pay by * Date
    • Payment details *Bank account, check payee or payment reference Long text
    • Reason * Long text
    • DocumentsInvoice, contract or quote Files

  2. Manager approval

    A person or team you choose

    The area manager confirms the payment is due.

    Approval: Approvers you choose Due in 1 day (business time)
    2 fields
    • Cost center * Text
    • Notes Long text

  3. Director approval

    A person or team you choose

    Payments above 10,000 need a director.

    Approval: Approvers you choose Due in 2 days (business time) Runs only when needed
    2 fields
    • Cash flow impact checked? *Yes, No Choice
    • Notes Long text

  4. Payment

    A person or team you choose

    Finance pays and attaches the proof.

    Due in 2 days (business time)
    3 fields
    • Payment date * Date
    • Amount paid * Amount
    • Proof of payment * 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.

Guides on this process

More finance templates

Purchase request

Ask for something to be bought, get it approved and track the order until it arrives.

Request → Director approval → Place the order → Confirm delivery

Travel advance and expense report

Ask for an advance before the trip; after the return date the traveler reports the expenses and finance settles the difference.

Request → Advance payment → Trip → Expense report → Settlement

Purchase order with approval limits

Small purchases go straight through, larger ones need the manager, and the biggest go to the board. The purchase order PDF is issued at the end.

Request → Purchasing

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