Free Purchase Order Templates for Excel, PDF & Google Sheets

Written by: Cin7 Team

Think of a purchase order like a recipe. Skip an ingredient or forget a step, and the whole dish falls apart. The same goes for buying inventory: when the details aren't written down clearly, orders go sideways, and your stock levels pay the price. That's exactly why a solid sample purchase order matters, and why we've put together five free templates you can grab below.

Key Takeaways

• A purchase order (PO) is a buyer-issued document that authorizes a purchase and spells out exactly what's being ordered, how much, and at what price.
• There are five common template types: standard, retail, e-commerce, manufacturing, and wholesale, each tuned to how that business buys.
• Every PO needs the same must-have fields: PO number, buyer and vendor details, line items, quantities, unit price, totals, ship date, and terms.
• A purchase order becomes a legally binding contract once the vendor accepts it.
• Automating POs with an inventory management system (IMS) like Cin7 ties purchasing directly to real-time stock levels and reorder points.

1. Standard Purchase Order Template

A standard purchase order is the go-to format for simple, one-off orders when you just need to buy something and keep a clean record of it. It covers the essentials without any industry-specific extras, so it's a great starting point if you're new to POs.

• Buyer and supplier contact details
• A unique PO number and order date
• Line items with descriptions, quantities, and unit prices
• Subtotal, taxes, and order total
• Delivery date and payment terms

Download spreadsheet
PDF | Excel | Google Sheets

2. Retail Purchase Order Template

A retail purchase order is built for stores that reorder the same products regularly and need to track them by SKU. It adds room for product codes and variant details so nothing gets lost between the shelf and the stockroom.

• SKU and product variant fields (size, color, style)
• Reorder quantities per item
• Store or location details for multi-site retailers
• Supplier lead times
• Standard totals and payment terms

Download spreadsheet
PDF | Excel | Google Sheets

3. E-commerce Purchase Order Template

An e-commerce purchase order is designed for online sellers juggling multiple sales channels and warehouses at once. It helps you keep purchasing in sync so what you promise online matches what's actually in stock.

• Channel and marketplace references (Shopify, Amazon, eBay, and more)
• Warehouse or fulfillment-center allocation
• SKU-level line items with quantities
• Shipping method and expected delivery window
• Totals, taxes, and payment terms

Download spreadsheet
PDF | Excel | Google Sheets

4. Manufacturing Purchase Order Template

A manufacturing purchase order is made for buying raw materials and components against a bill of materials. It gives you space to tie each ordered part back to the finished product it helps build.

• Raw material and component descriptions
• Bill of materials (BOM) references
• Quantities tied to production runs
• Supplier lead times and delivery schedules
• Totals and payment terms

Download spreadsheet
PDF | Excel | Google Sheets

5. Wholesale Purchase Order Template

A wholesale purchase order is built for high-volume buying, where bulk quantities and tiered pricing are the norm. It keeps large orders organized so your margins stay clear even when the numbers get big.

• Bulk quantity fields with case or pallet counts
• Tiered or volume-based pricing
• Minimum order quantity notes
• Supplier and buyer details
• Totals, discounts, and payment terms

Download spreadsheet
PDF | Excel | Google Sheets

What Does a Sample Purchase Order Look Like?

Here's what a completed sample purchase order looks like, field by field, so you know exactly what goes where.

• PO number: PO-2026-0417 (a unique reference so both sides can track the order)
• Order date: April 17, 2026
• Buyer: Maple & Oak Home Goods, 118 Market Street, Austin, TX 78701
• Vendor: Northwind Ceramics Co., 42 Kiln Road, Portland, OR 97209
• Line item 1: Matte Stoneware Mug, 12 oz (SKU MUG-12-MT)
• Line item 2: Speckled Dinner Plate, 10 in (SKU PLT-10-SP)
• Quantities: 200 mugs; 150 plates
• Unit price: $4.25 per mug; $6.80 per plate
• Totals: $850.00 (mugs) + $1,020.00 (plates) = $1,870.00 subtotal, plus applicable tax
• Ship date: Requested delivery by May 8, 2026
• Terms: Net 30, FOB destination

That's the whole picture.

What Is a Purchase Order?

A purchase order is a document the buyer sends to a vendor to officially request goods or services. It lays out what you want, how many, at what price, and when you need it, so there's no guessing on either side. Once the vendor accepts it, that PO becomes a binding agreement.

How to Create a Purchase Order Form

Building your own purchase order form is easier than it sounds. Follow these five steps:

1. Open a Document and Add Your Company Branding
2. Add Placeholders for Supplier and Order Information
3. Add Your Business Information
4. Save a Copy
5. Maintain Your Template

Understanding the Legal Side of Purchase Orders: Why They Matter

A purchase order is more than a formality. Once a vendor accepts it, the PO turns into a legally binding contract that protects both the buyer and the seller.

Automate Purchase Orders with Cin7

With Cin7, automated purchase orders feed straight into real-time inventory.

Frequently Asked Questions

What's the Difference Between a Purchase Order and an Invoice?

A purchase order is sent by the buyer to request goods or services before the sale, while an invoice is sent by the seller after the goods ship to request payment.

What's the Difference Between a Purchase Order and a Sales Order?

A purchase order comes from the buyer and states what they want to buy. A sales order comes from the seller and confirms they can fulfill that request.

How Do Purchase Orders Help With Inventory Management?

Purchase orders create a clear record of what's on order, so you can plan your stock and avoid over- and under-ordering.