Purchase Order Template

What's actually in this template

We built this after looking at how most free PO templates online are just a table with no math behind it, you type in a price, type in a quantity, and then do the multiplication yourself in your head or on a calculator. This one does that arithmetic for you. Enter a quantity and unit price on any line, and the line total, subtotal, tax, and grand total all update automatically.

• Vendor information block and separate ship-to/delivery address block
• PO number, PO date, requested delivery date, and payment terms fields up top
• A 10-line item table with auto-calculating line totals
• Subtotal, tax percentage, shipping, and grand total, all formula-driven
• A notes section for delivery instructions or special handling
• A signature line for whoever holds purchasing authority
• A second tab inside the file walking through exactly how to use it

Who this is actually built for

If you're issuing more than a handful of purchase orders a month and currently doing it in a blank spreadsheet, or worse, a Word document, this template removes the manual math and gives every PO the same consistent structure. It's a genuinely good fit for small and mid-size teams that aren't ready for (or don't yet need) dedicated purchase order software, but want something more reliable than starting from scratch every time.

If you're issuing dozens of POs a week across multiple departments, this template will start to show its limits fast, there's no automatic PO numbering across files, no central log of what's open versus closed, and no approval routing built in. That's a genuinely different problem, and one a dedicated procure-to-pay system is built to solve. We'd rather tell you that directly than pretend a spreadsheet scales indefinitely.

How to fill it out (the short version)

1. Add your company name and contact details at the top.
2. Fill in the vendor's details on the left and your delivery address on the right.
3. List each item on its own row, the line total calculates itself once quantity and unit price are entered.
4. Add tax percentage and shipping if applicable; the grand total updates automatically.
5. Get sign-off before sending it to your vendor, and save a copy under a unique PO number.

For more detail on what a purchase order actually needs to include and how it fits into the wider buying process, our complete purchase order guide covers the full picture, including how POs connect to invoices and goods receipt notes during payment approval.