Purchase order template

A purchase order is the buyer's written order to a supplier: what you are buying, how many, at what price, where and when to deliver it, and how you will pay. This template has the PO number and dates, vendor, ship-to and bill-to details, an itemised table with a worked total, delivery and payment terms, inspection and change rules, and an authorised signature.

Templates

  • Purchase order (document): A purchase order for buying from a supplier, with PO number, vendor, ship-to and bill-to details, itemised quantities and prices, tax, delivery date, payment terms and an authorised signature. Sample order included.
  • Quotation (document): A price quotation or estimate for customers, with a quote number, scope of work, itemised prices, tax, validity, payment and delivery terms and a signature block to accept it. Sample quotation included.
  • Invoice (document): A clean invoice for freelancers and small businesses with your business header, invoice details, a line-item table, subtotal, tax, total due and payment terms. Sample content included.

How to use these templates

  1. Start from the supplier's quotation, so the items, prices and terms match what they offered.
  2. Open the template and give the AI the supplier, the items and quantities, the delivery address and date, for example "10 chairs at $185 and 5 desks at $420 from Acme Office, deliver to our Denver office by June 15".
  3. Check the quantities, unit prices, tax and total, and give the order a unique PO number from your own sequence.
  4. Have it signed by someone authorised to spend, send the PDF to the supplier and ask them to confirm acceptance and the delivery date.

What makes a purchase order work

  • Number every PO in sequence and ask suppliers to quote it on their invoice. It is the reference that ties the order, the delivery and the bill together.
  • Finance teams pay on a three-way match: the PO, the goods received note and the invoice must agree on items, quantities and prices.
  • Be specific about what you are buying: model numbers, sizes, colours and standards. "Office chairs" invites a substitute.
  • Put the delivery window and a named receiving contact on the PO. Missed deliveries usually come down to nobody being there to sign.
  • Once the supplier accepts it, a PO usually forms a binding contract. If your company has standard purchase terms, refer to them on the PO.
  • In India, include your GSTIN and the supplier's, so the tax invoice they raise lets you claim input tax credit.

Frequently asked questions

What is the difference between a purchase order and an invoice?

The buyer sends a purchase order to place an order. The supplier sends an invoice to ask for payment once the goods or services are delivered. The invoice should quote the PO number.

Is a purchase order legally binding?

A PO is an offer to buy. Once the supplier accepts it, in writing or by delivering, it generally becomes a binding contract on the terms it sets out.

What is a blanket purchase order?

A single PO covering repeated deliveries over a period, such as monthly stationery for a year, at agreed prices up to a total limit. Each delivery is then called off against it.

Can I make purchase orders in Excel instead?

You can, but for a few orders a month a document is quicker and looks more professional. If you raise many POs, use an accounting or purchasing system that numbers and tracks them.

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