You buy by email today
Use the purchase requisition form and the purchase order template together. Within a week every purchase has a request, an approver and an order number.
HomeFree procurement tools: start from the job, not the file name
Free tools
Free procurement tools: start from the job, not the file name
We have 26 free templates, checklists and calculators. Nobody wakes up wanting an RFQ template, though. They wake up with a supplier to onboard or a renewal that lands on Friday. So this page starts with the job and points you to the file.
By Procurement VMS Editorial TeamLast updated
- What is here
- Templates, checklists, trackers and two calculators
- Cost
- Free, no account needed to read
- Best used
- Adapted to your own policy before use
- Full list
- See the templates index
Where most people start
A blank spreadsheet is the slowest tool in procurement
Every procurement team has a folder of half finished documents. A purchase order someone built in 2019 and copied forty times. A supplier form that asks for a fax number. A scorecard nobody trusts because the weights were never explained. The tools below exist to replace that folder with something a little better thought through. They are plain files, written to be changed. Read the short note at the top of each one, then rewrite the parts that do not fit your company.
Buying something
You need to buy, and you need it on paper
Pick the document that matches how well you already know what you want.
- Purchase requisition form templateUse when a team member asks for something and you need a clean, approvable request.
- Purchase order templateUse when the supplier and price are agreed and you need the order itself.
- Blanket purchase order templateUse when you buy the same thing again and again from one supplier.
- RFI templateUse when you are still learning the market and cannot write firm requirements yet.
- RFQ templateUse when the spec is fixed and you mostly want price and delivery.
- RFP template for a vendor management platformUse when you are buying software and want a long list of tested questions.
- Supplier evaluation scorecard templateUse when bids are in and you need a fair way to compare them.
Bringing a supplier in
You are about to work with someone new
The risky moment is the first month. These cover the paperwork that is hardest to fix later.
- Vendor information sheet templateUse as the intake form for company, tax and bank details.
- Vendor onboarding checklistUse to make sure nothing is skipped between yes and first payment.
- Vendor NDA templateUse before you share anything sensitive in a sales or sourcing talk.
- MSA templateUse to agree the core terms once and reuse them for each project.
- Vendor risk assessment templateUse to rate how much a supplier could hurt you if it failed.
Keeping suppliers honest
The contract is signed and the work has started
Most disputes begin when expectations were never written down. These help you write them down and check them.
- SLA templateUse to set measurable service targets and what happens when they are missed.
- Vendor scorecard templateUse to rate supplier delivery on a regular schedule.
- Supplier audit checklist templateUse for a periodic check of compliance, finance and delivery.
- Contract renewal tracker templateUse to see renewal dates and notice windows before they pass.
- Vendor offboarding checklist templateUse when a supplier leaves, so access and money are closed out.
- Vendor termination letter templateUse when a contract must end and the notice has to be right.
Showing the numbers
You have to explain what procurement does
Leaders ask about savings and control. These help you answer with something better than a guess.
- Spend analysis templateUse to see spend by supplier and spot where to consolidate.
- Procurement budget tracker templateUse to follow budget against actual spend by category.
- Cost savings tracker templateUse to separate real savings from cost avoidance.
- Procurement KPI dashboard templateUse for a monthly view of cost, speed, compliance and risk.
- Vendor management platform ROI calculatorUse when you need a business case for buying software.
- Vendor comparison matrixUse to line up platforms side by side.
Setting the rules
You are writing the rules of the road
Policies and role charts rarely get written until something goes wrong. Write them before.
Before you use any of them
How to adapt a template without making it worse
Change the approval limits first. Every template ships with sample amounts, and the amounts that suit another company will rarely suit yours.
Delete fields nobody will fill in. A form with thirty questions gets half answered, and a half answered form is worse than a short one.
Run it once on a real purchase before you roll it out. Two hours with a live example teaches you more than a week of review.
Add your legal contact where a template names one. We are not your lawyers, and contract templates in particular should be read by someone who is.
A word on honesty
What these files will not do for you
A template cannot make a policy. It can only hold the policy you have already decided on. If nobody has agreed who may approve a fifty thousand purchase, no template will settle it.
It will not replace legal advice. Contract documents such as the MSA, NDA and termination letter are starting drafts. Have a lawyer read them before they reach a supplier.
It will not fix poor data. A beautiful scorecard filled with guessed numbers is worse than no scorecard, because people believe it.
If you only have a day
Three quick starts for a busy team
Pick the line that sounds like your week.
You are about to sign a supplier
Use the vendor information sheet, the risk assessment and the NDA. They take an afternoon and prevent the commonest onboarding mistakes.
A renewal is coming
Use the contract renewal tracker and the vendor scorecard. Set the notice date before you do anything else.
Want a shortlist for your team?
Tell us your company size and region. We use AI to match you to products, and a person checks the list before it reaches you, with the reason behind each pick.
Disclosure: Zapro AI appears on some comparison pages as an editor's pick, and the people behind this site have a professional connection to Zapro AI.
Request received
We will email your shortlist, usually within one business day. While you wait, browse the related guides above.
Questions
Frequently asked questions
Are these templates really free?
Yes. You can read and copy them without paying. Some download forms ask for a work email so we can send the file, and we do not sell that address.
Can I use these for any country?
They are written in plain terms and work as a starting point anywhere. Tax fields, legal wording and notice periods differ by country, so have them checked locally.
Which template should a small team start with?
Most small teams get the quickest win from a requisition form and a purchase order template, because those two settle who asked for what and who approved it.
Do you review the contract templates legally?
No. Treat the contract templates as drafts to discuss with your own counsel, never as legal advice.
How should I store the filled in templates?
Keep one folder per supplier or per process, with the file name carrying the date. Once volume grows, a system with an audit trail is safer than shared drives.
Can I share these with suppliers?
Forms meant for suppliers, such as the information sheet, can be shared. Internal tools such as scorecards are best kept inside your company.