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Purchase Order

Document template for Google Docs and Word

Make a copy in Google Docs
Type
Document
Price
Free
Pages
3 · US Letter
Style
Minimal
Difficulty
Beginner
Updated
November 1, 2026

Every page (3)

Overview

A purchase order raised after the invoice arrives defeats the control it exists for. This template gives small and mid-size businesses a standard order: buyer and supplier, PO number, item lines with codes and prices, delivery address and date, tax and totals, payment terms and approval limits, all on a single page.

The sample shows Tallowfield Partners ordering $6,048 of packaging and supplies from a fictional supplier, in four delivery drops, with 8% tax and net 30 payment. Replace the buyer header, numbering and approval limits first, then enter your supplier's account code, product codes and agreed prices.

Useful for

  • A cafe group ordering packaging and supplies against a 12-month call-off ceiling
  • A small business raising a PO before work starts, so accounts payable can run a three-way match
  • A manager sending a supplier a clear order with delivery slots and written approval limits

What's included

  • Title block with PO number, buyer, supplier, date and approval status
  • Headline figures for order total, tax rate, net value and match tolerance
  • Delivery address, budget code and payment terms in three numbered notes
  • Item table with quantities, net and tax-inclusive amounts, and a total row that adds up
  • Delivery chart showing the order split across four drops
  • Approval callout with limits and a make-it-yours guide

How to use it

  1. 1

    Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.

  2. 2

    Replace the buyer header, PO numbering and approver limits with your own, then enter the supplier name, account code and payment terms as held in your supplier master.

  3. 3

    Replace the item lines with product codes, quantities and agreed prices, and add the budget, fund or grant code the cost should be charged to.

  4. 4

    Check that the net and tax-inclusive totals add up, then delete the call-off or par-level fields if you do not use them.

  5. 5

    Delete the guide page, then send the order to your supplier or share it with accounts payable.

What you need

Requirements

  • A Google account with access to Google Drive

Works with

  • Google Docs
  • Microsoft Word (download the .docx)

Questions

Why must the purchase order be raised before the invoice?

The PO is the first leg of the three-way match with the goods received note and the invoice. Raising it afterward means nobody approved the spend in advance.

What approval limits does the sample use?

Managers approve up to $2,500, the finance director up to $25,000, and the board above that. Replace these with the limits in your own spending policy.

Are the company and prices real?

No. Tallowfield Partners, the supplier, the people, the email addresses, the addresses and every figure in the sample are fictional. Replace them with your own details before sending.

  • #purchase-order
  • #po-template
  • #procurement
  • #three-way-match
  • #call-off-order
  • #accounts-payable
  • #small-business
  • #google-docs

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