Business & procurement
A purchase order is a small contract: it says what you're buying, at what price, shipped where, on what terms — and it gives the whole thing a number both sides can quote when the invoice arrives. Get the number and the line items right and reconciliation is a two-minute job.
This template lays a PO out the way an accounts team expects to read it: a PO number at the top, vendor and ship-to addresses, itemised lines with quantity and unit price, and a terms line for payment and delivery. Use the document, or make it a live link the requester fills in and the total works itself out.
Totals itself · one shareable link · no card required
Free, no signup. For Google Sheets or Docs, upload the .xlsx or .docx to your Google Drive — it converts on open.
Field by field
A required PO number
The PO number is the thread that ties the order, the packing slip and the invoice together. Make it required and put it at the top — a PO an accounts team can't reference is a PO that gets paid late.
Line items as priced product lines
Each item needs a description, a quantity and a unit price on its own line so the subtotal is arithmetic the form does, not you. Freight belongs on its own line too — anything with a price must be a product line, or it never reaches the total.
A separate ship-to address
The billing address and the receiving dock are rarely the same place. A dedicated ship-to field stops a pallet arriving at head office instead of the warehouse.
Payment terms as an explicit choice
"Net 30" written on the PO is the term of the deal. Capturing it as a required field means the terms are agreed at order time, not argued at invoice time.
Every format
Download the purchase order form in the format you work in
The Word version is the editable PO you brand once and reuse: your logo, your terms, your PO-number format. It's the file to send a supplier who needs a signed order on file.
The spreadsheet totals the PO for you — quantity × unit price, a subtotal, and room for tax and freight. The log sheet keeps a register of every PO you've raised.
The PDF is the version you issue as the official order — a fixed, one-page document nobody can edit in transit, ready to attach to an email or file against the invoice.
Print a pad for the stores desk or the workshop. Someone writes the order by hand, a manager signs it, and the carbon-style layout keeps a copy for your file.
Same fields, same prices — but the totals calculate themselves, the orders land in one dashboard, and nothing gets lost in an inbox. Share one link anywhere: bio, group chat, QR code on a flyer.
Free while in beta · No card required
A unique PO number, the vendor name, a bill-to and a separate ship-to address, itemised lines with quantity and unit price, a subtotal and total, the required delivery date, payment terms, and who requested and approved it.
The buyer issues the purchase order to request goods at an agreed price; the vendor issues the invoice to request payment for goods delivered. They share the PO number so the two can be matched — which is exactly why the number belongs at the top of the form.
Yes — that's the point of the online version. The requester picks line items and quantities, the total calculates itself, and every raised PO lands in one dashboard you can export to CSV for your accounting software.
Download the .xlsx and upload it to Google Drive; it opens as a Google Sheet with the formulas working, ready to share with whoever approves spend. We don't publish "make a copy" links from a Google account.
Yes — the Word, Excel and PDF downloads are free with no signup, and the online version is free while we're in beta.
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Use this template online — free