Payment Request Form Template
Request payments for various purposes with proper documentation, approval workflow, and payment method preferences.
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What is a Payment Request Form?
A payment request form initiates payments outside normal invoice processing. It covers refunds, advances, one-time payments, and special disbursements.
The form documents why payment is needed, who it goes to, and routes for appropriate approval. It creates an audit trail for non-standard payments.
Supporting documentation requirements vary by payment type. Refunds need original transaction proof. Advances need repayment terms. Documentation is key for control.
Key Features
Payment Types
Invoice, refund, advance, and others
Amount & Payee
Who gets paid and how much
Justification
Why payment is needed
Documentation
Supporting attachments
Approval Routing
Authorization workflow
Payment Method
How payment should be made
Why Use This Template?
Controlled Process
Approval required for all payments
Audit Trail
Documentation of payment decisions
Fraud Prevention
Verification prevents unauthorized payments
Flexibility
Handles various payment scenarios
What's Included in This Template
Payment Type
selectInvoice, refund, advance, other
Payee Name
textWho receives the payment
Amount
numberPayment amount
Payment Reason
textareaJustification for payment
Urgency
radioStandard or rush processing
Supporting Documents
fileProof and authorization
Cost Center
selectBudget allocation
Payment Method
selectCheck, ACH, wire preference
Perfect For
Customer Refunds
Processing customer refund requests
Employee Advances
Travel advances and emergency payments
Contractor Payments
One-time contractor payments
Sponsorships
Event and organization sponsorships
Frequently Asked Questions
What documentation is required?
Invoices: original invoice. Refunds: original transaction proof. Advances: approval and repayment terms. Other: varies by nature of payment.
How do I handle rush payments?
Define what qualifies as rush. Require additional approval level. Charge premium if applicable. Communicate rush fees and cutoff times.
What approval levels are appropriate?
Based on amount and type. Refunds may need customer service + finance. Advances need department + finance. Large amounts need executive approval.
How do I prevent payment fraud?
Verify payee legitimacy. Confirm banking via callback. Dual approval for large amounts. Separate payment initiation from approval. Monitor for anomalies.
How do I track advance repayments?
Document repayment terms in request. Track outstanding advances. Deduct from future payments or payroll. Follow up on overdue repayments.
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