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Purchase order template: fill in, print or save as a PDF

The short answer

A purchase order tells a vendor what you’re buying, how many, at what price and where to send it. Fill in the vendor, your PO number, each item with its price, the ship-to address and the delivery date. The total adds up as you go. Print it or save the PDF, and match the vendor’s invoice to it when it arrives.

Keeps supplier orders straight, especially when more than one person buys. Number each one and check every invoice against it.

Nothing is saved: print it or save the PDF before you close this page.

Your business name

Purchase order

PO #1001
Date: —

Vendor

Vendor name

Line items
Description	Qty	Price	Amount
Item or part number	1	$0.00	$0.00
Shipping	1	$0.00	$0.00
Subtotal			$0.00
Sales tax (0% on $0.00)			$0.00
Total			$0.00

Please put this PO number on your invoice and packing slip. Call us before shipping if the price, quantity or delivery date has to change.

Approved by: ______________________ Date: __________

How it works

What to put on a purchase order

A unique PO number and the date
Your business and billing details
The vendor’s name and address
Each item with part number, quantity and price
Where to ship, and by when
Payment terms and who approved it

How it fits together

You send the purchase order.
The vendor ships the order with a packing slip.
You check the delivery against the PO.
The vendor’s invoice quotes the PO number. Match all three, then pay it.

On a job with a customer? Pass the costs through with the right markup using the margin calculator.

Common questions

What’s the difference between a purchase order and an invoice?

The buyer sends a purchase order to say what they want. The seller sends an invoice to ask for payment.

Do small businesses need purchase orders?

Not always. They’re most useful when several people buy, when an order is large or when a supplier asks for one. They help you catch wrong prices and double orders.

How should I number purchase orders?

Any system, as long as each number is used once. Some owners add the job number, like 2026-104-1, so costs tie back to the job.

Is a purchase order a contract?

It can become one once the vendor accepts it. Ask your attorney if a large order matters.

Is this template free?

Yes. No sign-up and no watermark. It runs in your browser, so nothing you type is stored or sent to us. Print it or save it as a PDF before you close the page.

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