Free purchase order template for Excel and PDF.
A clean, one-page purchase order with your company details, vendor, ship-to address, order lines, tax and an approval signature. The totals are calculated for you.
- Excel file with formulas, works in Google Sheets
- Printable PDF to fill in by hand
- A short guide to using purchase orders
Download the template
Free, no sign-up needed. Choose the format you need:
What to put on a purchase order
A purchase order is your official order to a vendor. It confirms what you are buying, at what price, and that someone approved it. The template has a place for each of these.
A unique PO number
Ask vendors to quote it on their delivery note and invoice, so each one can be traced back to the order.
Vendor and delivery details
Who you are buying from, where the goods should go, and by which date.
Items, quantities and prices
One line per item, with the agreed unit price. This is what you check the invoice against later.
Tax, discounts and shipping
So the total on the PO is the amount you expect to pay, with no surprises on the invoice.
Requester and budget
Who asked for the purchase, and which budget or cost center pays for it.
Approval and payment terms
Who approved the order, and when you will pay, for example net 30 days.
When a spreadsheet is no longer enough
A template works well for a few orders. As orders grow, Expeni takes over the parts that are easy to miss by hand.
With a template
- PO numbers kept in a list by hand
- Approval by signature or email
- Budgets checked in a separate spreadsheet
- Invoices compared with the PO by hand
With Expeni
- PO numbers in your own format, given automatically
- Approval routes with a limit for each approver
- Budgets show approved and pending spend
- Invoices above the PO held until approved
Questions about the template
Is the template really free?
Yes. Use it for your own business as often as you like, and change it to fit your company.
Does it work in Google Sheets?
Yes. Upload the Excel file to Google Drive and open it with Google Sheets. The formulas keep working.
Do I need to sign up to download it?
No. Download the Excel or PDF file straight from this page.
When is a template no longer enough?
When you raise more than a few purchase orders a month, numbering, approvals and checking invoices by hand take time and things get missed. That is when purchase order software such as Expeni helps.
Ready to move purchase orders online?
Start a 14-day free trial with no credit card, or book a demo.