ToolbeltDocsHow to use this purchase order template
- Enter your company details, then the vendor, the vendor contact and their quote number.
- Add the ship-to address (the job site or your shop), the job name and the delivery date.
- List each item with SKU or part number, description, quantity, unit and unit price — or pick from the materials list.
- Choose the payment terms and shipping method, and add delivery charges and tax if they apply.
- Download the PO as Excel (with working formulas), Word or PDF and send it to the vendor.
What should a purchase order include?
A purchase order should name the buyer and the vendor, carry a unique PO number and date, list each item with its SKU or part number, description, quantity, unit price and total, and state where and when to deliver, the shipping method and the payment terms. Once the vendor accepts it, it's the shared record of what was ordered and at what price.
- PO number and date
- A unique number such as PO-0001 that the vendor puts on their invoice and delivery ticket.
- Buyer details
- Your company name, address and the person who placed the order.
- Vendor details
- Vendor name, contact and the quote number the prices come from.
- Items
- SKU or part number, description, quantity, unit, unit price and line total for each item.
- Ship-to and job
- Delivery address and job name, so deliveries and invoices match the right project.
- Delivery date and method
- When you need it and how it ships: vendor delivery, pickup or freight.
- Payment terms
- Net 30, prepaid, or COD (cash on delivery).
- Tax and freight
- Sales tax and delivery charges as separate lines.
- Approval
- Who approved the purchase, if your business requires sign-off.
Purchase order example
Example only Here is a filled-in example of a contractor ordering framing materials for a deck job from a lumber yard, delivered to the job site. The prices are made up for illustration only — your vendor's prices will differ.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 2x10 pressure-treated joist, 12 ft | 14 ea | $28.97 | $405.58 |
| 4x4 pressure-treated post, 8 ft | 6 ea | $16.48 | $98.88 |
| Joist hangers, 2x10 | 28 ea | $2.38 | $66.64 |
| Structural screws, box of 50 | 2 box | $38.50 | $77.00 |
| Concrete mix, 80 lb | 10 bag | $6.25 | $62.50 |
| Delivery charge | 1 ea | $75.00 | $75.00 |
| Subtotal | $785.60 | ||
| Sales tax (0%) | $0.00 | ||
| Total | $785.60 | ||
Sales tax is left at 0% in this example because whether you pay tax on materials depends on your state and how the materials are used. Check with your state's department of revenue.
Tips for a better purchase order
- Quote the vendor's quote numberPutting their quote number on your PO locks in the prices you were given and speeds up their order entry.
- Put the job name on every POWhen the invoice arrives weeks later, the job name tells you which project to charge it to.
- Use SKUs or part numbers"2x10x12 PT" means one thing to the yard; "joists" can mean several. Exact numbers prevent wrong deliveries.
- Confirm delivery detailsGive a site contact, delivery window and where to drop the load, so materials don't end up blocking the driveway.
- Match before you payCheck the vendor's invoice against the PO and the delivery ticket before paying — the same items, quantities and prices.
How we built and tested this
This purchase order template was written from scratch for its job and is checked by automated tests every time the site changes. Here is what it is based on and how the math is tested.
- Written for this template. The 6 extra fields, the 2 starter lines and the 23-item list of common items were written for this purchase order template, not copied from another website.
- Exact math, tested automatically. All money is calculated in whole cents, so there are no rounding errors, in a fixed order: subtotal, discount, tax on the discounted amount, then total. The site has 72 automated tests, 33 of them for the calculation engine, and they run on every change.
- Honest examples. The example above uses made-up prices, labelled as an example, and its totals are calculated by the same code as the tool.
- No legal or tax rules stated as fact. Where rules depend on your state or country, the page says so and points to the official body to check.
Built and tested by Muhammad Zaid · Last updated
Frequently asked questions
Is this purchase order template free?
Yes. Create purchase orders and download them as Excel, Word or PDF at no cost, with no sign-up. Your vendor and pricing details stay in your browser.
What is a PO number and why does it matter?
A PO number is the unique reference for your order. Vendors put it on their delivery tickets and invoices, so you can match what arrived and what you're billed to what you ordered.
What's the difference between a purchase order and an invoice?
A purchase order is sent by the buyer to order goods or services. An invoice is sent by the seller afterwards to ask for payment, usually quoting the buyer's PO number.
Does a purchase order need to be signed?
That depends on your business and your vendor. Many companies require an approver's sign-off on larger orders, and some vendors ask for a signed PO before they ship. You can add an approval signature here.
Can I download the purchase order in Excel?
Yes. The Excel file keeps working formulas for every line and the totals, so you can change quantities or prices in Excel or Google Sheets and the totals update.
What payment terms go on a purchase order?
Use the terms agreed with the vendor, such as Net 30 (payment due 30 days after the invoice), prepaid, or COD (cash on delivery). Choose them in the payment terms field.
What are the main types of purchase orders?
The four usually described are standard (a one-time order for known items, prices and delivery), planned (an expected future purchase with estimated delivery dates), blanket (an agreement for repeat purchases over a period, with separate releases) and contract (an agreement that sets the terms for future purchase orders). Most small contractors only need standard POs.
Can I create a purchase order without a purchase requisition?
Yes. A requisition is an internal request to buy something, used where someone else has to approve purchases. In a small business the person ordering usually issues the purchase order directly.
How do I send the purchase order to my vendor?
Download the PDF and attach it to an email or a text message. On phones that support it, the "Share PDF" button that appears after the download sends the file straight to Messages, WhatsApp or email. Either way the file goes from your device to the app you choose, not through our servers.
Is my information safe? Is anything uploaded?
Nothing you type is uploaded. Your purchase order is filled in and turned into a PDF, Word or Excel file in your browser, on your own device, so your customer details, prices and logo never reach our servers or anyone else. Your draft, the documents in "My documents" and, if you tick "Remember my business details", your business details are saved only in this browser, and clearing your browser data removes them. The site's analytics and ads count visits and downloads but never include what you type. On a shared computer, delete your documents from "My documents" when you are done. The privacy policy has the details.
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