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How to Request New Software or App Access at Work
Applies to: General Software, Web Apps, IT Policies
Article Type: How-To
Last Updated: 2026-07-10
Summary
When you need a new tool to do your job (like Adobe Creative Cloud, a paid Grammarly account, or access to a project management site like Asana), you cannot download it or put it on your personal credit card. At most companies, downloading unapproved software is physically blocked by security, and paying for it yourself violates procurement policies. This guide explains the correct way to request new software.
Prerequisites
- You must have manager approval (or budget approval) for paid software before submitting a request.
Instructions
Step 1: Check the "Company Portal" or "Software Center"
Before asking IT for a program, check if they have already made it available to you. Most companies have a self-service app store.
- On Windows: Click Start, search for Software Center or Company Portal. Open it, search for the app you need, and click Install.
- On Mac: Look in your Applications folder for Self Service or Company Portal.
- If the app is listed here, you do not need to submit a ticket. It is pre-approved.
Step 2: Get Manager Approval (For Paid Software)
If the software costs money (e.g., a $20/month subscription), IT will not buy it for you because you asked. They need to know which department is paying for it.
- Email your manager: "I need [Software Name] for [Project]. It costs $X per month. Do you approve this expense?"
- Save their "Yes" response. You will need to attach it to the IT ticket.
Step 3: Submit the Request to IT
If the software is not in the self-service store, you must ask IT to vet it and install it.
- Go to your company's IT Ticketing Portal (usually ServiceNow, Jira, or Zendesk).
- Look for a category called Software Request or Access Request.
- Fill out the form. Be sure to include:
- The exact name of the software and a link to its website.
- The business justification (Why do you need this?).
- Proof of manager approval (if it costs money).
- Submit the ticket.
Step 4: The Security Review (Why it takes time)
Do not expect the software to be installed 5 minutes after you submit the ticket. If you are asking for a brand new web app that the company has never used before, IT Security must review it.
They need to verify that the app won't steal company data, that it complies with privacy laws, and that it integrates with your company's login system (Single Sign-On). This review process can sometimes take weeks for complex software.
Troubleshooting
| Symptom / Error | Potential Cause | Solution |
|---|---|---|
| "Administrator Rights Required" pop-up | Blocked installation | You cannot install software yourself. You must submit a ticket to IT |
| My request was denied | Duplicate tool | IT often denies requests if the company already pays for a tool that does the exact same thing (e.g., asking for Zoom when the company pays for Teams) |
| Can I expense it on my corporate card? | Shadow IT | No. Buying software without IT approval is called "Shadow IT" and is a major security violation. Always submit a ticket |