Capital Expenditure Request Form Template
Streamline Your Budget Approval Process with This Template
Managing your budget can be a cumbersome task, especially when it involves capital expenditures. This template is designed for finance teams, project managers, and government agencies, enabling you to submit clear, organized requests for capital spending. By using this capital expenditure request form, you'll improve budget transparency, speed up approval times, and ensure compliance with internal policies, all while keeping your submissions straightforward and accessible to stakeholders. Explore how this template can simplify your capital expense process today.
When to use this form
Use this when your team needs approval to buy or build a long-lived asset above your spend threshold. Common cases include replacing production equipment, adding lab instruments, upgrading servers, expanding facilities, or purchasing vehicles. This request helps your managers, finance, and procurement see costs, benefits, and risks in one place so they can decide fast and track capex against budget. For day-to-day operating costs like travel or supplies, use the Daily expense report form. If staff paid out of pocket and need repayment, route it through the Expense reimbursement form, or submit an Expense claim form when a project does not require capital funding. Clear inputs here reduce back-and-forth and speed the path to funding and delivery.
Must Ask Capital Expenditure Request Questions
- What asset are you proposing to purchase or build, and what business problem will it solve?
This frames your need and links the investment to outcomes like quality, capacity, safety, or compliance. Clear context helps reviewers compare this proposal to other priorities.
- What is the total cost and itemized breakdown, and which budget or funding source will cover it?
Your full breakdown (unit price, installation, freight, taxes, training, contingencies) prevents surprises and speeds approval. If the spend is operating rather than capital, route it through the Expense request form instead.
- What benefits, ROI, or payback do you expect, and how will you measure them?
Quantifying savings or revenue and defining metrics supports data-driven decisions. It also sets baselines for post-implementation review.
- What alternatives did you evaluate, including doing nothing, leasing, or using existing assets, and why is this option best?
Comparing options shows you considered cost, risk, and time trade-offs. This evidence makes approvals faster and defensible.
- What is the timeline, key milestones, and risks, and who is accountable for delivery and results?
A schedule with owners, dependencies, and risk mitigations reduces implementation delays. It also aligns stakeholders on responsibilities before funds are committed.
More Forms
- 100% Free - No Catches
- Collect Responses Today
- Tailor to your Look & Feel