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Purchase order template: free in Word, Excel and PDF
A one-page A4 purchase order to send to your suppliers: PO number, order and delivery dates, lines with the agreed prices, tax and total, delivery address and terms, payment terms, and a box for the supplier to confirm.
- Free, no sign-up
- A4, one page
- Updated 22 October 2026
Preview of the purchase order template, one A4 page.
What a purchase order is
A purchase order is the buyer’s written order to a supplier: what to deliver, how many, at what price, where and when. Once the supplier accepts it, it is the reference for the delivery note and the invoice.
From the template to the app
Purchase orders online, with a delivery date and a status.
What the template contains
- Header: the words “Purchase order”, the PO number, the order date and the delivery date
- Buyer: name, address, tax ID or VAT number and company registration number
- Supplier: name, address, and the number of the supplier’s quotation
- Ten lines with description, quantity, unit, unit price and amount; currency and tax rate to fill in
- Subtotal, tax and total; the Excel version calculates them
- Delivery address, delivery terms (Incoterms® rule for an import) and payment terms
- A printed request to quote the PO number on the delivery note and invoice
- Signatures: the person ordering, and the supplier’s confirmation
Purchase order, quotation, proforma: who sends what
| Document | Sent by | What it is for |
|---|---|---|
| Quotation | Supplier | Offers a price |
| Purchase order | Buyer | Places the order at the agreed price |
| Proforma invoice | Supplier | Sets out the order in invoice form, for an advance, a credit or an import licence |
| Delivery note | Supplier | Travels with the goods and is signed on receipt |
| Invoice | Supplier | Asks for payment |
How to fill it in
- Number purchase orders in one series, for example PO-2026-001. The supplier quotes it on the delivery note and the invoice.
- Supplier’s quotation number, so that prices can be checked against the offer.
- Lines: the same descriptions and prices as on the quotation.
- Delivery: the date, the full delivery address and, for an import, the Incoterms® rule with its named place, for example “FOB Shanghai (Incoterms® 2020)”.
- Payment terms: deposit, and the number of days after the invoice.
- Authorisation: the signature of the person allowed to commit the spending; ask the supplier to sign the confirmation and send it back.
The purchase order in three-way matching
Accounts teams usually pay a supplier invoice only after matching it with the purchase order and the delivery note or goods received note. A PO number on every document, with the same descriptions, quantities and prices, is what lets the invoice through without questions.
Faster online
In InvoiceProforma, a purchase order is addressed to a contact from your list, with a requested delivery date and a status: draft, confirmed, in progress, delivered or cancelled. A delivery note can then be linked to the purchase order it fulfils. 52 currencies, your logo, stamp and signature, sent by email or WhatsApp.
Questions
Purchase Order Template: your questions
Is this purchase order template free?
Yes, in Word, Excel and PDF, without sign-up, for your own orders.
What is the difference between a purchase order and an invoice?
The buyer sends the purchase order to place an order; the supplier sends the invoice to ask for payment after delivery.
Is a purchase order legally binding?
It is an offer to buy. Once the supplier accepts it, by confirming or by delivering, it generally becomes the contract; the rules vary by country.
Who numbers the purchase order?
The buyer, in its own series. The supplier then quotes that number on its delivery note and invoice.
Does a purchase order include tax?
It can show the tax the supplier will charge, so that the total matches the invoice. The tax itself is charged on the supplier’s invoice, not on the order.
Sources and updates
Checked on 22 October 2026. Tax and customs rules change: for your own case, confirm with the authority concerned, your bank or a tax adviser.
Read next
Related guides
Free quotation template in Word, Excel and PDF: quotation number, validity date, lines, tax, total, payment terms and the customer's signed acceptance.
Free delivery note template in Word, Excel and PDF: order number, quantities ordered and delivered, carrier, packages and signed proof of delivery.
Free invoice template in Word, Excel and PDF: tax IDs, invoice number, due date, lines, tax, total and bank details. For any country and currency. No sign-up.
Six documents, one app
From the quote to the receipt
One customer file, one product list and your own layout serve all six documents. An accepted quote or proforma becomes an invoice without retyping.
1. The price
Quote
QUO-2026-0012
Your price for the job, with a validity date and space for the buyer to accept it.
2. The firm offer
Proforma invoice
PI-2026-042
What your buyer’s bank, their forwarder or their purchasing team asks for before the order.
3. The order
Purchase order
PO-2026-0007
What is ordered, how many and for which delivery date, signed by the buyer.
4. The delivery
Delivery note
DN-2026-0007
It travels with the goods; the consignee signs it and writes down any reservation.
5. The sale
Invoice
INV-2026-0031
The accepted proforma or quote becomes the invoice, with the same lines and currency.
6. The payment
Payment receipt
REC-2026-0019
Proof of a payment, linked to its invoice, with the method and the balance still due.
Your next proforma invoice, already in your colours
Three free documents, no card required. Your tax IDs, bank details and payment terms are typed once, then printed on every PDF.