Free Purchase Order Template
Free purchase order template - order from suppliers professionally
A clear, formal request for goods or services from a supplier. Capture supplier details, line items, delivery terms, and a unique PO number - and send a polished PDF or link in seconds.
What’s included
- Your business name, logo, and brand colour (the buyer)
- Supplier name, contact, and address
- Unique purchase order (PO) number
- Issue date and required delivery date
- Itemised description of goods or services
- Quantity, unit price, and line total
- Subtotal, tax, shipping, total
- Delivery address and shipping terms
- Payment terms and approval signature
When to use a purchase order
A purchase order is the buyer-side counterpart to an invoice. You issue a PO when you need to formally order goods or services from a supplier - it commits you to buy at the agreed price and gives the supplier the green light to fulfil.
POs are common in B2B buying, agency / contractor procurement, and any business that needs an audit trail of what was ordered, when, and at what price. Once the supplier ships and invoices, the invoice references your PO number for matching.
How to create one with Aviy
- 1Describe what you need to order in a sentence: supplier, items, quantities, delivery date.
- 2Aviy builds the PO with a unique number, line items, and totals.
- 3Add shipping address, payment terms, and any approval workflow notes.
- 4Send the PO to your supplier by email or link. They acknowledge and ship; their invoice references the PO.
Purchase Order template FAQ
What is a purchase order and how is it different from an invoice?
A purchase order (PO) is issued by the BUYER to the SUPPLIER, requesting goods or services at an agreed price. An invoice is issued by the SUPPLIER to the BUYER, requesting payment for what was delivered. The PO comes first; the invoice follows once the supplier delivers.
Do I really need a PO? Can I just email my supplier?
For small one-off purchases, an email is fine. For ongoing supplier relationships, larger orders, or anything you want a clear audit trail for (tax, contractor invoices, B2B procurement), a PO with a unique number is the standard. It also makes invoice matching much easier.
What does a PO number do?
A unique PO number lets you and your supplier reference the exact order across emails, invoices, deliveries, and payments. When the supplier sends an invoice, they reference your PO number - your accounts team can then match and pay without ambiguity.
Should I include a delivery date?
Yes if delivery timing matters. A PO with a "required by" date sets clear expectations; if the supplier accepts the PO, that date is part of the agreement. Aviy includes a delivery-date field on every PO.
Can a PO include taxes or shipping?
Yes. Aviy supports per-line tax (VAT, GST, sales tax) and shipping line items. Totals recalculate automatically as you add or remove items.
Other free templates
Stop copy-pasting templates
Describe what you need in one sentence. Aviy generates a finished purchase order you can download or send in seconds - for free.