Template purchase order for Excel and Word

Why use a template for purchase orders?

Using a template will reduce the chance of human error. If you are already using AP automation, a standardised form helps your software recognise fields consistently and streamlines the process.

Types of purchase orders

Single use — most common: one order with a specific delivery date. Planned — no fixed delivery date yet, often for large orders. Blanket (BPO) — standing or repeating supply, sometimes fixing price over a period.

Free template downloads

A purchase order is a binding document that sets out what you are buying, from whom, and on what terms. It helps control spend and gives finance a clear path from commitment to payment.

The key elements of a purchase order template

• Order date
• Unique PO number
• Buyer contact details
• Delivery address
• Supplier name and address
• Price and line items
• Supplier email for invoices
• Payment terms and currency

Frequently asked questions

Is Word the best format?

Word is fine for occasional orders; for regular use, look at software with numbering, approvals and a full audit trail.

Are these templates free?

Yes — free, with no obligation.

Best way to send a PO to a supplier?

PDF is the safest. You can “Send as PDF” from Word or Excel, or use Zahara to issue branded PDFs automatically.