Free Templates Where Every Format Actually Computes
Purchase order template
A purchase order turns "just send us the usual" into a document: what you are buying, at what price, delivered where, authorized by whom. It is the buyer’s half of the paper trail that keeps invoices honest.
Why buyers issue POs
A PO fixes prices before the vendor invoices, creates an approval step before money is committed, and gives your bookkeeper the document to match invoices against. When an invoice arrives that does not match its PO, that mismatch is money you did not lose.
The lines that matter
Item or SKU, description, quantity, unit price. Add the ship-to address (often different from billing), the requested delivery date, and shipping terms. State on the PO that invoices must reference the PO number - it trains vendors and speeds your own approval.
Authorization and the three-way match
The signature line is the point of the document: someone with authority approved this spend at this price. At payment time, accounting matches invoice to PO to delivery receipt - the classic three-way match that catches overbilling, substitutions, and short shipments.
Purchase order checklist
| Section | What to include | Why it helps |
|---|---|---|
| Header | PO #, order date, needed-by date | The number every later document cites |
| Vendor & ship-to | Supplier and delivery addresses | Billing and delivery often differ |
| Lines | SKU, description, qty, unit price | Fixes prices before the invoice |
| Terms | Payment terms, ship via, FOB | No surprises on freight or timing |
| Authorization | Approver signature and date | Committed spend needs an owner |
Downloadable templates
Every format computes: the PDF calculates as you type, Word recalculates with F9, and Excel updates live. For branded documents with online payments and automatic reminders, use Invoice My Clients.
Purchase order FAQ
Is a purchase order a contract?+
Once the vendor accepts it (by confirmation or by shipping), yes - the PO’s terms generally govern. That is why the details belong on the document, not in the email thread.
Do small businesses really need POs?+
The moment more than one person can commit spend, yes. A one-page PO is the cheapest spend-control system that exists.
What is the difference between a PO and an invoice?+
The PO comes from the buyer authorizing a purchase; the invoice comes from the seller requesting payment. Matching one against the other is how billing errors get caught.