Free purchase order template

Send professional requests for goods and services using our purchase order template. It’s free, customizable, and you can use it for all kinds of purchase orders (POs). Simply download and start using the template today.

A blank purchase order template with fields for users to fill out.

Efficient purchase tracking

Easily track your spending by keeping clear records with our simple purchase order template.

Customizable for any business

Just update the template with the correct purchase information, and you’re ready to send it.

Simplified financial reporting

Keep a clear view of what’s been bought and sold, so you can maintain accurate financial records.

Download the free purchase order template

It’s an editable, printable purchase order template – so whether you’re sending a physical or digital copy, it’s fit for purpose.

Why purchase order management matters

Business isn’t just about selling – what you buy matters too. This purchase order template can contribute to a reliable PO process that gives you a clear view of your spending. Plus:

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    Sticking to budgets and controlling costs is easier
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    Maintaining a clear audit trail helps with financial reporting
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    You and your suppliers are on the same page about payments and due dates
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    Suppliers are confident you’re committed to the purchase
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    You can plan your inventory more accurately
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    Future spending decisions are smarter, and based on past expenditure data
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    Errors and duplicate payments are more easily avoided
Create purchase orders with Xero accounting software

Why use our free purchase order template

Using our free purchase order template means you have space to capture all of your purchase details in one place. This makes it easier to track orders, manage suppliers, and ensure nothing is missed. You can store your purchase orders in accounting software to make sure everything is centralized and saved securely.

Store files with Xero accounting software

Using our free purchase order template means you have space to capture all of your purchase details in one place. This makes it easier to track orders, manage suppliers, and ensure nothing is missed. You can store your purchase orders in accounting software to make sure everything is centralized and saved securely.

Store files with Xero accounting software

Because it’s an editable purchase order template, you can use it over and over again. Simply fill in the purchase details and send them to suppliers. Whether you’re sending a standard purchase order, a planned one, or a contract purchase order, our template works for all types. Take things a step further by adding your company logo, adjusting the fields, or tailoring the purchase order format to align with your accounts payable processes.

Check out Xero's new features to accounts payable

Because it’s an editable purchase order template, you can use it over and over again. Simply fill in the purchase details and send them to suppliers. Whether you’re sending a standard purchase order, a planned one, or a contract purchase order, our template works for all types. Take things a step further by adding your company logo, adjusting the fields, or tailoring the purchase order format to align with your accounts payable processes.

Check out Xero's new features to accounts payable

Businesses must keep accurate financial records, and reliable purchase orders make this easier. Our free purchase order template includes all the key details, helping you provide the right information for suppliers and legal and tax requirements. Know which business purchases are eligible for tax deductions? Be sure to check the government rules for business expenses to make sure you’re compliant.

Businesses must keep accurate financial records, and reliable purchase orders make this easier. Our free purchase order template includes all the key details, helping you provide the right information for suppliers and legal and tax requirements. Know which business purchases are eligible for tax deductions? Be sure to check the government rules for business expenses to make sure you’re compliant.

Using this purchase order PDF template, you can create accurate financial records that can be used to generate spending reports and track expenses. This makes it easier to control spending, manage budgets, and prepare for audits, ultimately saving you time and giving you financial clarity. You can use the information from your purchase orders to influence future spending decisions, budgets, and expenditure controls. Combine this with our invoice template to simplify even more of your payment processes.

Invoice template

Using this purchase order PDF template, you can create accurate financial records that can be used to generate spending reports and track expenses. This makes it easier to control spending, manage budgets, and prepare for audits, ultimately saving you time and giving you financial clarity. You can use the information from your purchase orders to influence future spending decisions, budgets, and expenditure controls. Combine this with our invoice template to simplify even more of your payment processes.

Invoice template

What are the different types of purchase orders?

Depending on your internal processes or purchase types, you might need to use a specific style of purchase order. Our editable purchase order template works for all kinds of purposes, including:

Standard purchase order template

Great if you're billing by the hour or tracking time to calculate ROI for a project.

Planned purchase order template

Created for future purchases with estimated quantities, so you can buy at a time that suits your budgeting.

Blanket purchase order template

Covers recurring purchases over a set period, with multiple orders for a single supplier in one agreement.

Contract purchase order template

Formalises long-term agreements with suppliers and includes specific terms and conditions.

Three steps to use this free purchase order template

Send purchase orders in no time with our purchase order PDF template. Create digital copies or send printed versions to suppliers.

  1. Download and customize your purchase order

    Simply fill in the form to download, and modify the template with your logo and info.

  2. Enter the purchase details

    Add the supplier’s information, item details, price, purchase order number, and delivery steps.

  3. Review, send, and save your purchase order

    Once you’ve double-checked the purchase details, send a PO copy to your supplier and save another for your records.

Purchase order frequently asked questions

A purchase order is like a backwards invoice. Instead of sending it to get paid, you send a purchase order to outline the goods or services you wish to purchase from a supplier. It is issued before the business transaction occurs and, once accepted by the supplier, serves as a formal contract. In contrast, an invoice is a document issued by the supplier to request payment once goods or services have been delivered. It includes details of what’s been provided, the amount due, and the payment deadline. In summary: a purchase order is a commitment to buy, and an invoice is a request for payment.

A purchase order is like a backwards invoice. Instead of sending it to get paid, you send a purchase order to outline the goods or services you wish to purchase from a supplier. It is issued before the business transaction occurs and, once accepted by the supplier, serves as a formal contract. In contrast, an invoice is a document issued by the supplier to request payment once goods or services have been delivered. It includes details of what’s been provided, the amount due, and the payment deadline. In summary: a purchase order is a commitment to buy, and an invoice is a request for payment.

Purchase order numbers are unique identifiers assigned to purchase orders. They help you (or your accountant or bookkeeper) track and manage the order throughout the accounts payable process. There are many situations where purchase order numbers come in handy. For example, your suppliers can add the number to their invoices to help track what’s been paid and what hasn’t. Plus, if you and your supplier have a payment dispute, you can pull up the correct purchase order and check the details.

Find an advisorManaging accounts payable

Purchase order numbers are unique identifiers assigned to purchase orders. They help you (or your accountant or bookkeeper) track and manage the order throughout the accounts payable process. There are many situations where purchase order numbers come in handy. For example, your suppliers can add the number to their invoices to help track what’s been paid and what hasn’t. Plus, if you and your supplier have a payment dispute, you can pull up the correct purchase order and check the details.

Find an advisorManaging accounts payable

Purchase orders look like invoices. They include the supplier’s details and your business details – typically, name and address. Purchase orders also need a date, an order number, delivery terms, and a deadline, along with a description of what’s being purchased and the cost. Let’s say a home decorating company orders 50 new paint brushes, to be delivered in 30 days. When the brushes arrive, they check the order against the PO and invoice for accuracy before paying.

Purchase orders look like invoices. They include the supplier’s details and your business details – typically, name and address. Purchase orders also need a date, an order number, delivery terms, and a deadline, along with a description of what’s being purchased and the cost. Let’s say a home decorating company orders 50 new paint brushes, to be delivered in 30 days. When the brushes arrive, they check the order against the PO and invoice for accuracy before paying.

Perfect your purchase orders with Xero

Refine your purchase order process to make sure you’re paying the right people at the right time. Xero features help you capture and manage your financial transactions, along with fast and simple purchase order creation. Track, customize, and manage your orders intelligently.

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    See all purchase orders at a glance
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    Customize templates for faster purchase order creation
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    Streamline procurement and turn purchase orders into bills to pay
Create purchase orders with Xero
 Xero accounting dashboard shows an overview of a business's purchase order details.

Disclaimer

Xero does not provide accounting, tax, business or legal advice. This template has been provided for information purposes only. You should consult your own professional advisors for advice directly relating to your business.

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