Free Purchase Order Template
A clean, auto-totalling purchase order template — vendor fields, Incoterms, line items, totals. Built around what scaling brands actually use, not what generic templates pad in.
Drop your email to download. Opens in Excel, Google Sheets, or Numbers.
Sample populated view of the template
What’s inside the template
Built around the fields ops teams at scaling brands actually use — not a generic web form that asks for half a page of irrelevant detail.
PO header
PO number, date, vendor info, ship-to and bill-to addresses, payment terms, Incoterms.
10-row line-item table
SKU, description, quantity, unit price, line total (auto-calculated), notes column.
Auto-totalling formulas
Line totals, subtotal, and final total all auto-calculate. Add shipping and tax manually.
Instructions block
Step-by-step usage notes built into the file. No need to keep a separate guide open.
How to use the template
Five minutes from download to a sent PO. The line-item formulas do the maths so you can’t fat-finger a subtotal under pressure.
- 1
Download the template
Drop your email and download the CSV file. It opens directly in Excel, Google Sheets, or Numbers.
- 2
Fill in the PO header
Add a PO number from your own sequence (e.g. PO-2026-0001), the date, vendor name and contact, ship-to and bill-to addresses, payment terms, and Incoterms.
- 3
List each SKU on its own line
Enter SKU code, description, quantity, and agreed unit price. The Total column auto-calculates Quantity × Unit Price.
- 4
Confirm subtotals and totals
Subtotal sums the line items automatically. Add shipping and tax manually if applicable. The TOTAL row sums everything.
- 5
Send to the supplier
Save the file (Excel: .xlsx; Sheets: share link). Email it to your supplier's order-processing contact. Keep a copy in your records or PO log.
- 6
Match to the receipt and invoice
When goods arrive, tick off line items against the PO. When the invoice arrives, match against the PO before approving for payment.
Why every supplier order should have a PO
A purchase order is the document that locks the deal before goods ship: agreed price, agreed quantity, agreed delivery terms. It’s the reference your finance team matches against the invoice when it arrives, and the document the warehouse team checks the receipt against.
Without a PO, every disagreement with a supplier becomes a memory exercise. With a PO, you have one document that all three sides — sales, ops, finance — point at. That alone pays for the five minutes it takes to fill in.
For more on what a PO is, see the purchase order glossary entry. If you’re thinking about supplier minimums, see MOQ. If you want to lock pricing across a series of POs over a period, see blanket purchase order.
Frequently asked questions
What's included in the purchase order template?+
Vendor and ship-to fields, PO number and date, payment terms and Incoterms, a 10-row line-items table with auto-totalling formulas (Quantity × Unit Price), subtotal/shipping/tax/total rows, notes, and a signature block. Plus a built-in instructions block at the bottom of the file.
Is the template free?+
Yes — the template is free to download and use, including for commercial purposes. No credit required (though a link back is appreciated). Drop your email to download.
What format is the template in?+
CSV, which opens natively in Microsoft Excel, Google Sheets, and Apple Numbers. Once open, the line-item formulas calculate automatically. You can save as .xlsx or copy into a Google Sheet to keep working in the format you prefer.
How is this different from a generic PO template online?+
It's built around the fields scaling brands actually use — Incoterms, payment terms, vendor contact, line-item totals — without padding the page with fields nobody fills in. The instructions block at the bottom answers the questions ops teams actually have.
Do I need to create a PO for every supplier order?+
Best practice is yes — even for a small order, the PO is the document that locks the price, quantity, and terms before goods ship. It's also the document that finance reconciles against the invoice and the receipt. For repeat orders, a blanket PO with call-off releases reduces the per-order overhead.
When should I move from a template to PO software?+
Once you're managing more than ~10 active POs at any time across multiple suppliers, the template becomes a bottleneck — version control, status tracking, and matching to receipts get painful. Lumina automates the whole replenishment-to-PO flow, including MOQs, lead times, and supplier reliability.