Help Center / Purchase Requests

Filing a Purchase Request

A purchase request lets you get approval from your finance or procurement team before making a large purchase or buying from a new vendor. It's a simple process that protects both you and your company.

When to File a Purchase Request

You should file a purchase request when:

  • You need approval before making a purchase
  • Your purchase exceeds your card's spending limit
  • You're buying from a new or unfamiliar vendor
  • Your company requires pre-approval for certain purchases
  • You need to order items in bulk or at high cost

Check with your manager if you're unsure whether you need a purchase request.

How to File a Purchase Request

Follow these steps to submit a purchase request:

  1. Open Light and navigate to Purchase orders in the main menu
  2. Tap + New Purchase Request
  3. Fill in the following details:

What you're buying:

  • Item name or description
  • Quantity
  • Unit price (if known)
  • Estimated total amount

Vendor information:

  • Vendor or company name
  • Contact email (used to send the purchase order once approved)
  • Any vendor account info you have

Business details:

  • What is this purchase for? (brief description)
  • Which department or project does it belong to?
  • Who is this purchase for?
  • If your admin has configured custom properties (additional tracking dimensions), they'll appear here for you to classify the request further

Attachments (optional but helpful):

  • Quotes from the vendor
  • Pricing documents
  • Specifications or product links
  • Any other relevant documentation
  1. Review all information for accuracy
  2. Tap Submit for Approval

Your request is now in the queue for your finance team to review.

Requesting a Vendor Card

If you're requesting a vendor card instead of a purchase order, you'll also fill in:

  • Card account: The balance account the card will draw from
  • Spend limit: The interval (e.g., monthly) and amount for the card's limit
  • Authentication phone number: The phone number that receives authentication requests when transacting with the card. This auto-fills from your profile, but you can update it if needed.

What Vendors Need to Know

When possible, include quotes from your vendor in the purchase request. This helps your finance team:

  • Verify pricing
  • Compare multiple vendors if needed
  • Process the order faster once approved
  • Set up payment terms

Most vendors can email you a quote or price estimate in minutes—it makes the approval process smoother.

Estimated Amount

If you don't know the exact price, provide your best estimate. Your finance team can adjust the amount when they process the order. Accuracy helps prevent delays, so round up slightly if you're unsure.

Adding More Details

If you need to add more information after submitting, you can:

  1. Go to Purchase orders
  2. Find your pending request
  3. Add attachments with any extra documentation

Editing the request details themselves (amount, vendor, description) after submission requires additional permissions. If you can't edit the request yourself, ask your finance team or a company admin to update it for you.

Timeline

  • Submit request: Immediately in Light
  • Review by finance: Usually 1-2 business days
  • Approval or questions: You'll be notified via email or in the Light app
  • After approval: Your purchase order is created and ready to share with your vendor (or your vendor card is issued, if that's what you requested)

Tips for Fast Approval

  • Be detailed: Include all relevant information upfront
  • Add quotes: Vendor quotes speed up the process
  • Use the right amount: Accurate estimates prevent delays
  • Flag urgent purchases: If you need approval quickly, note it in your request
  • Follow up: Check Light for updates on your request status

Requests Get Declined?

If your request is declined, your finance team will tell you why. Common reasons include:

  • Missing information
  • Vendor not approved by your company
  • Amount exceeds budget
  • Policy issue

Reach out to your manager or finance team to discuss next steps and resubmit if needed.

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