Purchase Order Templates for Small Businesses and Suppliers

Types of Purchase Order Covered Here

• Simple purchase order: for one-off orders in small businesses.
• Blanket purchase order: a standing agreement for repeat purchases over a period.
• Drop ship purchase order: when the supplier sends goods straight to your customer.
• Wholesale purchase order: for larger quantities with volume terms.
• Change order: to adjust quantities, prices or dates on an existing order.
• Industry versions: apparel, furniture and fixtures, medical supplies, auto parts, hospitality, restaurant, janitorial and equipment rental.
• Farm produce vouchers: with a weighbridge and grading table.

Follow the Flow of an Order

1. You send the purchase order to the supplier.
2. The supplier confirms the order and the delivery date.
3. The goods arrive and you check them against the order.
4. The supplier sends an invoice, and you match it to the order.
5. You approve the payment, ideally with a payment voucher.

Fields That Prevent Misunderstandings

Practical Advice

Never place an order by phone without following it up in writing. If prices change, issue a change order rather than editing the original. Keep copies together with delivery notes and invoices, so you can resolve a dispute by laying three documents side by side.

For the rest of your finance paperwork, visit business and finance templates.

A Filled-In Example

A restaurant ordering supplies might use a purchase order with the following details: PO number 2025-014, supplier Fresh Valley Produce, delivery to the restaurant's back door by 8 a.m. on Friday, payment terms net 30 days. The items table would list tomatoes, onions and lettuce with quantity, unit and price, and a total at the bottom. The order is signed by the manager and sent by email as a PDF.

Purchase Order, Quote and Invoice: Who Sends What

The supplier sends a quote describing what they can offer and at what price. You answer with a purchase order, which confirms what you want to buy. After delivery, the supplier sends an invoice asking for payment. Keeping the three in order, and matching them line by line, protects you from paying for items you did not receive.

Choosing the Right Template for Your Industry

• Restaurants and hospitality need weight, unit and delivery time slots.
• Medical supplies need batch numbers and expiry dates.
• Apparel orders need sizes, colors and style codes.
• Auto parts orders need part numbers and fitment notes.
• Equipment rental orders need start and end dates and a deposit.
• Farm produce purchases benefit from weighbridge and grading details.

Controls for Growing Businesses

As order values rise, add simple controls. Set an approval limit for each person, number every order and keep a log of open orders. Review the log weekly to chase late deliveries. If a supplier changes prices or quantities, record it with a change order rather than editing the original document, so you keep a clear history.

Sending and Storing Orders

Download the PDF and send it by email, keeping the sent message as proof. Save a copy in a folder named by supplier and year. When goods arrive, write the date received on your copy and attach the delivery note, so the file is complete when the invoice comes in.

Purchase Order FAQs

Is a purchase order a legal contract?

Once a supplier accepts it, a purchase order usually forms part of a binding agreement. Check the terms with your own advisor if the order is large.

Can I add a logo and terms?

Yes. Add your logo and any terms and conditions in the editor.

Do I need a PO number?

It is strongly recommended. A number helps both sides find the order and prevents duplicates.

What is a blanket purchase order?

It is an agreement to buy goods repeatedly from a supplier over a period, at agreed prices, without a new order for each delivery.

What should I include in a purchase order?

PO number, supplier details, itemized goods or services, prices, delivery address and date, payment terms and an authorized signature.

Do I need a purchase order for small purchases?

It is good practice for any recurring or significant purchase. For small one-off items, a simple order or an invoice may be enough.

How should I handle price changes after an order?

Issue a change order that references the original PO number, so both sides have a written record.

Can I add terms and conditions to the order?

Yes. Add a short block of terms at the bottom, such as payment period, delivery rules and returns policy.