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Free purchase order software: raise POs that actually control spend
A purchase order is a promise to pay. Free tools can create it, number it and send it. What decides whether it controls spend is who approves it and whether the invoice is matched back.
The short answer. You can issue purchase orders for free with a template, an open source ERP or a free cloud plan. Free options generally lack multi level approvals, budget checks, three way matching and supplier portals. Start with a numbered template and a written approval rule, then move to software when POs are approved by email and matched by hand.
Written by Procurement VMS Editorial Team · Reviewed by Michael, Procurement Advisor Expert · Updated
The PO is a control, not a form
Teams often treat purchase orders as paperwork that slows buying. The opposite is closer to the truth. A PO is the moment when a manager says yes before money is committed. Skip it, and you discover the spend when the invoice arrives, which is too late to say no.
Our purchase order guide explains the lifecycle and the purchase requisition guide covers the step before it. If you only read one thing, read what happens when no PO exists: the maverick spend page puts a figure on it.
What free PO software includes
- Typically free: PO numbering, supplier and item lists, line items with tax, PDF output, status tracking.
- Often capped or missing: multi level approvals, budget checks, partial receipts, blanket orders, supplier portals and email delivery tracking.
- Almost never free: three way matching of PO, receipt and invoice, ERP integration and audit reports.
A purchase order template gives you the layout; a blanket purchase order template handles repeat buying; and a purchase requisition form captures the request before the order.
Free routes worth testing
| Option | Type | Who runs it | Best for | Watch for |
|---|---|---|---|---|
| ERPNext or Odoo Community | Open source suite | You or a partner | Firms that want POs linked to stock, receipts and supplier bills | Implementation effort, and some approval features need setup or paid tiers |
| Dolibarr | Open source suite | You or a partner | Small firms that need simple POs and supplier orders | Basic approvals and reporting |
| Free plan from a cloud vendor | Free plan | Vendor | Small teams who want online POs and approvals without setup | User caps, approval depth and fees for upgrade |
| Spreadsheet or document template | Template | You | A few POs a month and a single approver | Number clashes, no audit trail, hard to track status |
| Accounting software purchase orders | Feature | Vendor | Firms already on an accounting tool with POs | Light approvals and receipts |
ERPNext or Odoo Community
Both include purchasing modules with POs, receipts and supplier invoices. Check approval features for the edition you would run.
Dolibarr
Modular business application with supplier orders, products and invoices.
Free plan from a cloud vendor
Several procurement tools offer a free or low cost tier. Read the live limits and test the approval flow.
Spreadsheet or document template
Our template gives you the layout. Keep a PO log with number, supplier, amount, approver and status.
Accounting software purchase orders
Many accounting tools include basic POs. Check how they match to bills.
Free download
Get the free purchase order software scorecard and checklist
An Excel scorecard that scores up to four options against the criteria on this page, plus a one-page PDF checklist of upgrade triggers. Free, and ready the moment you submit the form.
- Excel scorecard with weights you can change and totals that update
- PDF checklist: the questions to ask before you commit and the signs it is time to pay
- No account, and no sales call unless you ask for one
Controls to write down before you pick a tool
Who can approve what
Set approval limits by value and category. Under 500 might need the budget holder, over 5,000 the finance lead. The numbers are yours; the point is that they are written, and that nobody approves their own order. The multi level approval workflow and purchase order approval workflow show common structures.
When a PO is required
Decide the threshold and exceptions. Utilities and payroll rarely need one; one off supplier purchases always should. The procurement policy template shows how to write it.
How receipts and invoices match
The invoice should agree with the PO and the goods received. Our invoice approval and GRN guide and the goods receipt workflow explain three way matching, and the PO amendment workflow covers changes.
A one afternoon pilot
- Write the approval rule. Value bands, approvers and who cannot approve their own order.
- Raise a test PO. Number it, add lines and tax, and send it.
- Approve and amend. Approve it, then change a quantity. Does the tool keep a record?
- Receive goods. Record a partial receipt and see if the PO status updates.
- Match the invoice. Enter the supplier bill and check it agrees with PO and receipt.
Two-minute check
Is free PO software enough?
Tick every statement that is true.
When to move to PO software
Move when approvals travel by email, when budget holders cannot see what has been committed, or when invoices are paid without a clear PO. Paid tools also manage supplier catalogues, receipts and payment status in one place.
Browse the purchase order software category and the procure to pay software overview, and test cost with the cost per purchase order calculator. To see what a manual PO really costs in time, use that calculator with your own numbers.
Free download
Get the free purchase order software scorecard and checklist
An Excel scorecard that scores up to four options against the criteria on this page, plus a one-page PDF checklist of upgrade triggers. Free, and ready the moment you submit the form.
- Excel scorecard with weights you can change and totals that update
- PDF checklist: the questions to ask before you commit and the signs it is time to pay
- No account, and no sales call unless you ask for one
Ready to compare PO software?
Browse the purchase order software category and test the cost of each PO with the calculator.
Questions people ask about free purchase order software
Is there free purchase order software?
Yes. Templates, open source ERPs such as ERPNext and Dolibarr, and some free cloud plans can issue POs. Approvals, budget checks and three way matching are usually paid.
What should a purchase order include?
PO number, date, buyer and supplier details, item descriptions, quantities, prices, tax, delivery date and address, payment terms and approver.
What is three way matching?
It compares the purchase order, the goods receipt and the supplier invoice before payment. It stops overpayment and duplicate payments.
Do small businesses need purchase orders?
Yes, once more than one person buys. A PO gives you a record of commitment and a basis for matching invoices.
How do I stop maverick spending?
Set a PO threshold, require approvals, publish preferred suppliers and review invoices without POs monthly.
Sources and how this page is kept current
- Association for Financial Professionals, 2026 AFP Payments Fraud and Control Survey, 14 April 2026.
- Ardent Partners, State of ePayables 2025 (as summarised by Bottomline), 2025.
Every figure above was opened at its source on 25 October 2026 and quoted as written. Where a source reports a survey, we name the year it was fielded. Tools named on this page are examples, not endorsements. Features, licences and free limits change, so read the vendor page before you commit, and tell us on the contact page if something is out of date. Our editorial team reviews each guide at least twice a year.