This free purchase order template gives you a pre-built spreadsheet for generating purchase orders between buyers and vendors. It includes fields for company name and address, vendor details, ship-to information, order number and date, a line-item table covering product code, name, description, quantity, unit price, and notes, and an automatic totals section with subtotal, discount, tax rate, total tax, shipping and handling, and final order total. Also includes fields for delivery date, shipping method, and a signature line. Available in Microsoft Excel.
A purchase order is a formal document issued by a buyer to a vendor that confirms the details of a transaction before goods or services are delivered. It creates a binding record of what was ordered, at what price, and under what terms. Using a consistent PO template reduces errors and makes it easier to match invoices to orders during reconciliation.
The template calculates totals automatically, so there is no manual arithmetic when building an order. Pre-built fields ensure every purchase order captures the same information, making it straightforward to track orders, resolve disputes, and hand records off to finance or operations. The format is simple enough for any team to adopt immediately.
Frequently asked questions
Is this template free?
Yes. Download it instantly after entering your email. No credit card required.
Is it customizable?
Yes. Every section is fully editable so you can adapt it to your needs.
What is the difference between a purchase order and an invoice?
A purchase order is issued by the buyer before a transaction to confirm the order details. An invoice is issued by the seller after delivery to request payment. The two documents are matched during accounts payable reconciliation.