Purchase order template

What a purchase order does

A purchase order, or PO, is a document a buyer sends to a supplier to request goods or services at agreed quantities and prices. It is more than a shopping list. Once the supplier accepts it, a purchase order becomes a record both sides can rely on, which keeps orders accurate, spending under control, and invoices easy to match. Every PO carries a unique number so it can be tracked from the moment it is raised to the day the goods arrive and the invoice is paid. A complete purchase order covers a predictable set of points.

• The PO number and date. A unique reference and when the order was raised.
• The buyer. Your company name, address, and contact.
• The vendor. The supplier's name and address.
• The items. A line for each product or service, with quantity and price.
• The totals. Subtotal, tax, shipping, and the grand total.
• The terms. Delivery date, shipping method, and payment terms.
• The authorization. A signature approving the spend.

The PO number is the thread that ties everything together. When the supplier later sends an invoice, they quote your PO number, and your team can match the invoice to the order in seconds. That simple habit prevents overbilling, duplicate payments, and confusion about what was actually ordered.

Free purchase order template you can copy

Copy the text below, or open it in the fill tool and type your details straight onto the page. Every blank line and column is a field you complete.

PURCHASE ORDER

PO number: ____________________   Date: ____________

BUYER (Bill to)                    VENDOR (Ship from)
[Company name] ______________      [Vendor name] ______________
Address: ____________________      Address: ____________________
Contact: ____________________      Contact: ____________________
Phone / email: ______________      Phone / email: ______________

SHIP TO
Address: ____________________________________
Requested delivery date: ____________________
Shipping method: ____________________________

ITEMS ORDERED
--------------------------------------------------------------------
Item / description        | Qty  | Unit price | Line total
--------------------------------------------------------------------
_________________________ | ____ | $ ________ | $ ________
_________________________ | ____ | $ ________ | $ ________
_________________________ | ____ | $ ________ | $ ________
_________________________ | ____ | $ ________ | $ ________
--------------------------------------------------------------------
                                   Subtotal:   $ ________
                                   Tax:        $ ________
                                   Shipping:   $ ________
                                   TOTAL:      $ ________

TERMS
Payment terms: [ ] Net 15  [ ] Net 30  [ ] on delivery  [ ] other ______
Notes / special instructions: ______________________________________

AUTHORIZED BY
Signature: __________________   Date: ____________
Print name and title: ______________________________

How to fill out the purchase order template

1. Open the template in the fill tool. Copy the text above, or load it into the fill a PDF tool and type onto the page.
2. Assign a PO number and date. Give the order a unique number and add the date. A simple sequence, such as the year followed by a running count, keeps numbers easy to track.
3. Enter the buyer and vendor. Fill in your company details and the supplier's, including a contact person on each side.
4. Add the ship to details. Enter where the goods should go, the delivery date you need, and the shipping method.
5. List each item. Put one product or service per line with a clear description, the quantity, and the unit price, then work out each line total.
6. Total the order. Add the subtotal, tax, and shipping to reach the grand total, so the supplier sees exactly what will be billed.
7. Set the terms and sign. Choose the payment terms, add any notes, then approve the order by signing it with the sign a PDF tool.
8. Download a clean PDF. Click download for a flattened PDF with no watermark that you can email to the supplier.

How to number your purchase orders

A good numbering system is what makes purchase orders easy to track, so set one before you raise your first PO. The rule is simple: every number must be unique and follow a clear pattern. Many businesses use the year and a running count, such as 2026-001, 2026-002, and so on, which sorts neatly and shows at a glance when an order was raised. Others add a short vendor or department code. Whatever you pick, stay consistent, never reuse a number, and record each PO in a simple log or saved file. When an invoice arrives quoting that number, matching it to the original order takes seconds, and nothing slips through unnoticed.

Listing items clearly

The item lines are where a purchase order earns its keep, so make each one precise. Give every product or service its own line with a description specific enough that the supplier cannot send the wrong thing, including a part number or size where it applies. State the quantity and the agreed unit price, then multiply the two for the line total. Getting these numbers right up front is what lets you check the supplier's invoice against the order later. If you are buying services rather than goods, describe the work and the rate in the same way, for example a number of hours at an hourly price, so the total is just as easy to verify.

Purchase order versus invoice

It helps to keep the two documents straight, because they come from opposite sides and at different times. A purchase order is created by the buyer and sent first, before the goods change hands, to request and authorize the order. An invoice is created by the supplier and sent afterward, to request payment for what was delivered. The link between them is the PO number: the supplier quotes it on the invoice, and the buyer matches the invoice back to the original order to confirm the items, quantities, and prices agree before paying. If you also send invoices yourself, the ready made invoice template pairs neatly with this purchase order so both sides of a deal use the same clean format.

Payment terms and approvals

Two details keep purchasing under control: the terms and the sign off. Payment terms set when the supplier will be paid, whether that is on delivery or within a set number of days such as Net 30, and agreeing them on the PO avoids surprises when the invoice lands. The authorization line matters just as much, since it records who approved the spend. In a small business that may be the owner, while a larger one may require a manager's signature above a certain amount. Building the habit of a signed approval on every purchase order gives you a clear trail of what was bought, by whom, and with whose permission.

Tips for purchase orders that stay organized

• Never reuse a number. Keep every PO number unique so orders and invoices always match cleanly.
• Be specific on each line. Include part numbers or sizes so the supplier ships exactly what you meant.
• Agree the terms up front. Set payment and delivery terms on the PO, not later over email.
• Require a signature. Approve each order so there is a record of who authorized the spend.
• Keep a copy of every PO. Save the finished PDF so you can match invoices and track deliveries.

Tracking orders from PO to payment

A purchase order starts a short paper trail that is worth following to the end. Once you send the PO, note it in your log as open, then update it when the goods arrive and again when the invoice is paid, so you always know what is still outstanding. Keep the PO, the delivery note, and the matching invoice together, since that trio tells the full story of the order and makes any dispute easy to settle. Businesses that order regularly benefit most from a saved base template, because the buyer details, terms, and layout stay identical while only the number, items, and prices change. That consistency is what turns purchasing from a scramble into a routine, and it also makes month end reconciliation far quicker, since every order already sits in the same place with a matching number and total.

When your order is ready, open the fill tool, complete the items and totals, and download a clean PDF you can send to your supplier today. Everything runs in your browser, so an order with commercial details stays on your own device.