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Software Purchase Request Reviewer: Check approved tools before buying anything new

Software Purchase Request Reviewer: Check approved tools before buying anything new

When employees ask about new software in Slack, this agent checks your pre-approved tools list and suggests a free or already-approved alternative automatically.

Software Purchase Request Reviewer: Check approved tools before buying anything new

Overview

When someone asks about buying a new tool in your PeopleOps or IT Slack channel, this agent instantly checks your pre-approved software list and suggests a free or already-approved alternative — before the purchase request ever reaches a human inbox.

Why HR and IT teams use this template

Software sprawl is expensive. But so is making employees wait weeks to find out you already have a tool that does what they need. This agent bridges the gap — giving instant, helpful responses while keeping your approved software list front and center.

  • Reduces time spent triaging 'can I buy this?' Slack messages
  • Surfaces approved alternatives that employees might not know about
  • Flags genuinely new requests to IT for review with web-searched context
  • Encourages smart software choices without creating friction

How it works

  • The agent watches your PeopleOps or IT Slack channel for tool purchase requests.
  • It identifies the tool being requested and searches your approved software Google Sheet.
  • If an approved alternative exists, it suggests it in the thread. If not, it uses web search to find free alternatives and escalates to IT.

What you'll need

  • Slack connected to Zapier
  • Google Sheets connected to Zapier
  • A Google Sheet with your approved software list (Tool Name, Category, Status, Alternative Tool, Notes columns)
  • A dedicated Slack channel for software/tool requests

Frequently asked questions

What columns should my approved software spreadsheet have?

{"root":{"type":"root","format":"","indent":0,"version":1,"children":[{"type":"paragraph","format":"","indent":0,"version":1,"children":[{"mode":"normal","text":"At minimum: Tool Name, Category (e.g., Project Management, Design, Communication), Status (Approved / Not Approved), Approved Alternative (if applicable), and Notes (license info, how to request access, etc.). The agent will reference these fields when composing its response.","type":"text","style":"","detail":0,"format":0,"version":1}],"direction":null,"textStyle":"","textFormat":0}],"direction":null}}

Can the agent automatically approve requests or just suggest alternatives?

{"root":{"type":"root","format":"","indent":0,"version":1,"children":[{"type":"paragraph","format":"","indent":0,"version":1,"children":[{"mode":"normal","text":"By default, the agent suggests existing approved tools and flags unapproved requests for IT review — it does not auto-approve purchases. You can extend it to notify an IT approver via Slack DM or create a task in your ticketing system when escalation is needed.","type":"text","style":"","detail":0,"format":0,"version":1}],"direction":null,"textStyle":"","textFormat":0}],"direction":null}}

Software Purchase Request Reviewer: Check approved tools before buying anything new