Daycare Center Supplies Request Form

Running a daycare center means juggling countless responsibilities—from keeping kids safe and engaged to staying compliant with licensing requirements. When it comes to ordering supplies, equipment, and furniture, you need a system that ensures every request is age-appropriate, safety-certified, and properly allocated across your budget. That's where this Daycare Center Supplies Request Form comes in.

Why Daycare Centers Need a Dedicated Supply Request System

Whether you're managing a small in-home daycare or a multi-room childcare facility, supply management can quickly become overwhelming. Teachers need art materials for the toddler room, your infant area needs new cribs that meet current safety standards, and the preschool classroom is requesting outdoor play equipment—all while you're tracking parent fees, maintaining licensing compliance, and ensuring every purchase is age-appropriate.

Without a structured request system, important details get lost in email chains, safety certifications aren't verified, and budget allocation becomes a guessing game. This template solves those problems by creating a clear, compliant workflow for every supply request that comes through your center.

What Makes This Template Perfect for Childcare Providers

This form is specifically designed for daycare centers, preschools, childcare facilities, and early learning centers. It captures everything you need to make informed purchasing decisions:

Age-Appropriate Selection: Each request specifies which age group the supplies are for (infants, toddlers, preschoolers, or multi-age), ensuring materials are developmentally appropriate and safe for the intended children.

Safety Certification Tracking: The form prompts requesters to identify required safety certifications (ASTM, CPSC, JPMA, or others) and confirm compliance before purchases are made—a critical step for licensing inspections.

Child Count and Ratios: By capturing the number of children who will use the items and your current child-to-item ratios, you can make data-driven decisions about quantities and ensure you're meeting state licensing requirements.

Licensing Compliance Fields: The form includes a dedicated section to confirm whether requested items meet state licensing standards and accommodate any upcoming inspection requirements.

Budget and Fee Allocation: Track how supply costs will be allocated—whether covered by parent fees, your operating budget, grants, fundraising, or other sources—giving you complete financial visibility.

How Paperform Makes Supply Management Easier

As a daycare center owner or director, you need tools that work for you, not against you. Paperform's intuitive form builder means you can customize this template to match your center's specific needs—add your logo, adjust questions for your state's licensing requirements, or modify budget categories—all without any coding.

The form works beautifully on any device, so teachers can submit requests from their phones during naptime, and you can review and approve them from your tablet while supervising outdoor play. Each submission is automatically organized and can flow directly into your preferred tools—whether that's Google Sheets for budget tracking, Slack for team notifications, or your existing management software.

Automate Your Supply Workflow with Stepper

Once you've collected supply requests through Paperform, you can supercharge your workflow with Stepper, Paperform's AI-native automation platform. Create a complete approval workflow that routes requests to the appropriate budget holder, sends notifications when items need safety verification, updates your inventory spreadsheet automatically, and even generates purchase orders—all without manual data entry.

For example, when a teacher submits a request for infant supplies over $200, Stepper can automatically send an approval request to your director, notify your licensing coordinator to verify compliance, and add the request to your quarterly budget review spreadsheet. Once approved, it can create a task in your project management tool and send the purchase details to your preferred vendor.

Who Benefits from This Template

This template is ideal for:

• Daycare center directors managing supply budgets across multiple classrooms
• Preschool administrators ensuring age-appropriate and safe materials
• Childcare facility managers tracking licensing compliance for inspections
• Early learning center owners allocating parent fees and grant funding appropriately
• Home daycare providers professionalizing their supply ordering process

Compliance, Safety, and Trust

When it comes to caring for children, trust and compliance aren't optional. Paperform is SOC 2 Type II compliant and GDPR ready, meaning your supply request data—including budget information and licensing details—is protected with enterprise-grade security. With customizable permissions, you can control who sees financial data versus who can only submit requests.

Every childcare provider deserves tools that make their job easier while keeping children safe. This Daycare Center Supplies Request Form brings clarity, compliance, and control to one of your center's most important operational workflows—so you can spend less time chasing down request details and more time focused on what matters most: the children in your care.