Purchase Order Template
Create a clear purchase order that records what you are buying, the agreed prices, and the delivery terms.
Opens a fillable version in your browser. Free, no account, and free to download. This is a helper, not the official form.
About Purchase Order
A purchase order is a document a buyer sends to a seller to authorize a purchase. It lists the items or services ordered, the quantities, the unit prices, and the terms of the sale. Once the seller accepts it, the purchase order becomes a written record of the transaction that both parties can rely on.
Businesses use purchase orders to control spending, match invoices against approved orders, and keep an accurate paper trail for accounting and audits. Assigning a unique purchase order number to each order makes it easy to track goods from request through payment.
This is a general template, not an official form. You should adjust the line items, tax handling, and terms to match your own business practices and any agreement you have with your supplier.
Who needs to complete it
- Small business owners and buyers who need to formally request goods or services
- Procurement and operations staff who manage supplier orders
- Vendors who want written authorization before shipping products
- Bookkeepers who match invoices to approved orders
How to fill out Purchase Order
- 1Enter your company name, address, and contact details as the buyer.
- 2Enter the supplier or vendor name and address.
- 3Assign a unique purchase order number and set the order date.
- 4List each item or service with a description, quantity, and unit price.
- 5Add any applicable tax, shipping, or handling charges and calculate the total.
- 6State the delivery date, shipping method, and shipping address.
- 7Note the payment terms, such as net 30 or due on receipt.
- 8Have an authorized person sign and send the order to the supplier.
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Frequently asked questions
What is the difference between a purchase order and an invoice?
A purchase order is sent by the buyer to request goods or services and confirm the agreed terms before delivery. An invoice is sent by the seller after delivery to request payment. The two documents are often matched during accounting to confirm that the order was fulfilled as agreed.
Is a purchase order legally binding?
A purchase order can become a binding contract once the seller accepts it, because it sets out the items, quantities, prices, and terms. Acceptance can happen in writing or by the seller fulfilling the order.
Do I need a separate purchase order number for every order?
Yes. A unique number for each order lets you track it from request through delivery and payment, and it helps you match invoices to the correct order during reconciliation.
Can I rely on this template for my business?
This is a general template and rules and business practices vary by state and industry, so confirm your local requirements and adjust the terms to fit your situation before you rely on it.