Capital Expenditure Request Form Template

Professionally document and track capital expenditure requests with our comprehensive form template. Streamline approvals, ensure compliance, and maintain accurate records for all major purchases and investments.

A capital expenditure request form is a crucial document used to propose, justify, and obtain approval for significant business investments in assets, equipment, or projects. This standardized form ensures proper evaluation and documentation of major financial commitments while maintaining compliance with organizational policies.

What This Template Is For

This template is designed for organizations that need to formalize their capital expenditure approval process. It helps document requests for purchasing equipment, initiating construction projects, or making other significant investments that exceed standard procurement thresholds. The form captures essential details about the proposed expenditure, including cost analysis, business justification, and expected returns.

When To Use This Template

Use this capital expenditure request form when:

  • Proposing purchases of equipment or assets above your organization's capitalization threshold
  • Planning renovation or construction projects requiring significant investment
  • Requesting technology infrastructure upgrades
  • Initiating major facility improvements
  • Seeking approval for vehicle or machinery acquisitions

How To Customize It

Follow these steps to adapt the template to your organization's needs:

  1. Adjust the approval thresholds and routing requirements based on your policies
  2. Modify the required supporting documentation section to match your process
  3. Customize the approval hierarchy to reflect your organizational structure
  4. Add specific fields for your industry or type of capital expenditure
  5. Include relevant accounting codes and budget categories
  6. Update the form with your company branding and formatting

Common Use Cases

This template is commonly used across various scenarios:

  • Manufacturing equipment purchases
  • IT infrastructure upgrades
  • Facility expansion projects
  • Vehicle fleet acquisitions
  • Research and development equipment

Best Practices

To ensure effective use of the capital expenditure request form:

  • Include detailed cost breakdowns and quotes
  • Provide clear business justification and ROI calculations
  • Attach supporting documentation and analysis
  • Consider both immediate and long-term costs
  • Review all specifications and requirements thoroughly

Template Variations

Different versions of this template can be created for:

  • Small equipment purchases (under $10,000)
  • Major capital projects (over $100,000)
  • IT-specific investments
  • Construction and renovation requests

Success Stories

Organizations have successfully used this template to:

  • Streamline a manufacturing plant's equipment acquisition process
  • Manage a multi-million dollar facility expansion
  • Coordinate technology infrastructure upgrades across multiple locations

Frequently Asked Questions

What is considered a capital expenditure?

A capital expenditure typically includes purchases of assets or improvements that have a useful life of more than one year and exceed a specific dollar threshold (often $5,000 or $10,000).

Who needs to approve capital expenditure requests?

Approval requirements vary by organization but typically include department heads, finance officers, and executive leadership for larger amounts.

What supporting documents should I include?

Common requirements include vendor quotes, cost-benefit analysis, ROI calculations, and technical specifications.

How long does the approval process take?

Timeline varies by organization and request size, typically ranging from a few days for smaller amounts to several weeks for major investments.

Can I submit multiple items on one form?

While possible, it's recommended to submit separate forms for distinct purchases to ensure clear tracking and approval.