Make your procurement process considerably easier and more manageable with a Purchase Order template.
Easy to use and customizable, this document simplifies the entire purchasing process—helping you check stock levels, create purchase orders, save time, and reduce mistakes. 💯
Read this blog to find Excel’s most suitable purchase order template (PO template) for your small or large business. Jump right in!
Free Excel Purchase Order Templates for Smoother Procurement Processes
- What Makes a Good Excel Purchase Order Template?
- Free Excel Purchase Order Templates
- 1. Excel Purchase Order Template by Vertex42
- 2. Excel Purchase Order Template by ProjectManager
- 3. E-commerce Purchase Order Template by CIN7
- 4. Manufacturing Purchase Order Template by CIN7
- 5. Construction Purchase Order Template by TemplateLAB
- 6. Fashion Purchase Order Template by TemplateLAB
- 7. Interior Design Purchase Order Template by TemplateLAB
- Limitations of Using an Excel Purchase Order Template
- Alternative Purchase Order Templates
- Optimize Your Entire Purchase Order System with ClickUp
Summarize this article for me pleaseWhat Makes a Good Excel Purchase Order Template?
You’ll find many free Excel purchase order templates online. But how do you figure out which one to go for?
Well, here are a few attributes you should seek in a good purchase order template:
- Clear layout: Choose a PO template with a clean and organized structure. This makes it simple for a business to fill out the relevant information ✍️
- Essential details: Ensure the template contains all necessary fields about the purchase order process, like PO number, company name, supplier details, shipping terms, quantity, payment, delivery information, etc. This makes it comprehensive and versatile
- Automated calculations: Go for a purchase order template that automates all essential calculations like taxes, shipping charges, total cost, etc., to eliminate the chances of errors
- Customizable sections: Pick a template that lets you customize every line item so you can add/remove details as per the needs of your large or small businesses
- Status tracking capabilities: Select a purchase order template to track purchase orders. This ensures you have every update regarding their whereabouts
➡️Read More: 10 Free Order Form Templates in Excel & ClickUp
Summarize this article for me pleaseFree Excel Purchase Order Templates
Without any further ado, let’s introduce you to the best free purchase order templates in MS Excel:
1. Excel Purchase Order Template by Vertex42
The Excel Purchase Order Template by Vertex42 is a standard document suitable for most business owners. Basic yet comprehensive, it lets you capture essential purchase order details like vendor information, item description, quantity, price, etc.
Since this template is available for download in various versions—including Google Sheets and MS Word—it’s appropriate for cross-platform accessibility. If you need a backup copy, save it as a PDF file.
Here’s why you’ll love it:
- Customize all details, like vendor and shipping information
- Calculate taxes and shipping costs for exhaustive documentation
- Eliminate the need for an external software solution—simply open in Excel and get started
Ideal for: Business owners seeking a straightforward, cross-platform purchase order spreadsheet for managing vendor information, item descriptions, and pricing.
2. Excel Purchase Order Template by ProjectManager
Looking for a versatile template for creating separate purchase orders for different vendors? The Excel Purchase Order Template by ProjectManager might be the right choice for you. With its clean and professional design, make a purchase order for every supplier you work with.
The template lets you add all relevant information for smooth fulfillment: order information, contact details, shipping terms, and delivery date. Moreover, you can sum up the line total to calculate costs and other figures.
Here’s why you’ll love it:
- Personalize fields for detailed shipping and payment terms
- Track order statuses and delivery dates in one view
- Export to Google Sheets or PDF for easy sharing and archiving
Ideal for: Project managers and procurement teams requiring a standard purchase order template for multiple vendors.
3. E-commerce Purchase Order Template by CIN7
The CIN7 E-Commerce Purchase Order Template is specifically designed for online businesses. Like a regular PO, it contains fields for adding product information, shipping information, payment terms, delivery dates, etc.
The template’s appearance is thoughtfully designed for simplicity. All the details are presented comprehensively and elegantly, making it apt for both product and service vendors.
Here’s why you’ll love it:
- Add more detailed fields like software licenses and access codes for digital products
- Track every order’s lifecycle with status updates included
- Save in various formats for access on different platforms
Ideal for: Online retailers and e-commerce businesses looking for an easy-to-use template to manage product and service purchase orders.
4. Manufacturing Purchase Order Template by CIN7
Manufacturing POs are notorious for being complex. However, the CIN7 Manufacturing Purchase Order Template aims to offer a simplified solution.
Like a typical manufacturing PO, address your procurement requirements and specify other essential nitty-gritty like product code, description, quantity, and shipping details. There is also a provision to add Quality Control requirements, which helps create an accountability framework for meeting quality benchmarks.
Here’s why you’ll love it:
- Ensure that the suppliers understand your needs and avoid delays and mistakes with the Bill of Materials (BOM) section outlining raw materials, components, and subassemblies
- Coordinate and allocate resources efficiently to meet delivery deadlines by using the Production Schedule
- Write specific instructions under Comments for particular orders that require special services
Ideal for: Manufacturers needing a simplified purchase order spreadsheet, available in Excel, Google Sheets, or PDF version, to address complex procurement needs, including product codes, descriptions, and shipping details.
5. Construction Purchase Order Template by TemplateLAB
The Construction Purchase Order Template by TemplateLAB captures all essential product details to facilitate the confirmation of construction-related goods and services from a buyer to a supplier. It lays the foundation for clear and efficient communication between the buyer and vendor and includes sections for contact details, descriptions of services and materials, pricing, and a tax calculation.
Plus, the clean layout with the separate sections makes it easy to understand and use.
Here’s why you’ll love it:
- Get a detailed breakdown with separate sections for services and materials, including time ranges, hourly rates, quantities, and prices
- Quickly review expenses through a cost summary with the tax and cost calculator
- Guarantee documentation and accountability with the dedicated section for approval and acceptance signatures from both the buyer and supplier, respectively
Ideal for: Construction companies looking for a purchase order template that captures project details while offering room for more detailed customization.
6. Fashion Purchase Order Template by TemplateLAB
The Fashion Purchase Order Template by TemplateLAB is a customizable document suitable for fashion businesses.
It’s divided into five parts, comprehensively addressing details related to client, order, shipping, and payment. Furthermore, this purchase order form template is available for download in MS Word, standard MS Excel, and PDF formats.
Here’s why you’ll love it:
- Precisely track fashion items through columns for product name, item number, price, quantity, size, and color
- Use the Notes Section for customized messages or agreements, providing flexibility for additional terms or instructions
- Tweak and add fields for fashion industry-specific needs easily
Ideal for: Fashion businesses needing a versatile and customizable purchase order form template that addresses client, order, shipping, and payment details while allowing for flexible formatting in multiple file types.
7. Interior Design Purchase Order Template by TemplateLAB
The Interior Design Purchase Order Template by TemplateLAB is elegantly tailored for interior design services like furniture procurement. This purchase order form template combines a clear format with visual references to streamline order management for interior design projects.
You also get to customize every element—from the font to the color schemes—for branding purposes.
Here’s why you’ll love it:
- Visually represent ordered items by integrating images to increase clarity and reduce ambiguity
- Break down the total price with a detailed pricing structure that includes individual costs, delivery charges, and service fees
- Highlight additional interior design services like space planning and styling
Ideal for: Businesses looking to simplify orders in one centralized template to view different elements in a quick visual format for easy navigation of different items, making it perfect for big enterprises.
Summarize this article for me pleaseLimitations of Using an Excel Purchase Order Template
While Microsoft Excel-based purchase order forms and templates are good, they may not be appropriate for all users. 👀
Here are three main reasons why:
- Collaboration challenges: If you have a team managing your purchase order system, Excel templates may not be the best at facilitating real-time collaboration among members, which further complicates your work order
- Limited automation: Excel-based purchase order templates lack built-in automation features. So, managing orders becomes time-consuming and inefficient
- Difficulty in tracking changes: MS Excel doesn’t provide foolproof version control features, so tracking changes becomes quite difficult
💡 Pro Tip: You must get the procurement process right for your business before purchasing. An effective way to do that is to track and measure procurement KPIs. 🎯
Summarize this article for me pleaseAlternative Purchase Order Templates
Managing purchase orders can be a complex process, but the right resources can make it seamless. This is where ClickUp steps in to simplify and streamline the entire workflow.
An efficient work management tool, ClickUp contains various features that optimize your purchase order schedule and save valuable time.
Here are a few purchase order templates offered by ClickUp to make things easier for your business:
1. ClickUp Product Order Form Template
Looking for a purchase order tracker that keeps you constantly notified? Get the ClickUp Product Order Form Template!
This template visualizes the entire journey of your purchase order. This way, you immediately identify and eliminate issues hindering order fulfillment. Additionally, being fully automated, there’s no need for manual data entry or calculation within the template.
Its Kanban-style sections are also uncomplicated to navigate and highly collaborative, with the template easily doubling as a blanket purchase order template.
Here’s why you’ll love it:
- Track order statuses with custom labels like In Transit and Fulfilled for precise updates
- Save crucial order info, including product type and customer contact, with 14 unique custom fields
- Organize everything with five tailored views, from Order Status to New Orders, for quick access
- Use time tracking and dependency warnings to simplify order management
Ideal for: Teams needing a purchase order form to track and manage product orders and automate the process.
🧠 Fun Fact: A Blanket Purchase Order (BPO) is like the Netflix subscription of procurement! Instead of placing multiple orders for recurring needs, a BPO allows businesses to save time and order goods or services repeatedly under a single agreement up to a set limit! 🦾
2. ClickUp Purchase Order & Inventory Template
The typical inventory management process is tedious and requires regular monitoring and inspection. But the ClickUp Purchase Order & Inventory Template makes it much less taxing.
The template automates most inventory management tasks, such as stock level monitoring and reordering, and sends periodic notifications to keep you updated.
Besides, create a detailed to-do procurement processes list to avoid a last-minute supply crunch.
Here’s why you’ll love it:
- Create and assign individual tasks based on each purchase order to the relevant team member
- Organize purchase and inventory data like quantity, delivery date, etc., in one place with tailored custom fields
- Gain insights with customizable views that offer multiple perspectives on orders and inventory
- Automate processes to reduce manual tasks with built-in workflows and alerts
Ideal for: Businesses needing an inventory management solution to track stock levels, manage orders, and streamline procurement.
3. ClickUp Change Order Form Renovations Template
Imagine you are engaged in a construction or interior designing project and need a resource to help create change orders. The ClickUp Change Order Form Renovations Template is perfect for that purpose. Easy to use and highly collaborative, this template is a one-stop solution for your construction project change management.
Efficiently address and document any changes made during your project. You may even collaborate with other parties to ensure everyone is aligned with the amendments.
Here’s why you’ll love it:
- Monitor and approve new ordered changes and their progress with custom statuses
- Manage renovation tasks with fields for impact, price changes, and original contract details
- Keep your change orders organized with five distinct views
- Improve project oversight with tagging, time tracking, and email notifications
Ideal for: Contractors managing renovation project changes who need a template offering an easy-to-use, collaborative format for documenting and aligning changes.
4. ClickUp Supply Order Form Template
If you need a purchase order template addressing the nuances of product and service purchases, choose the ClickUp Supply Order Form Template.
Designed as a standard form, the template’s USP is its simple appearance. It features short, easy-to-understand points that capture the details of anything you need—office supplies, raw materials, or furniture.
You can also specify quantities, unit prices, and other essentials. This helps you send clear, brief order requests to the supplier for speedy procurement.
Here’s why you’ll love it:
- Get clear summaries and visuals to help organize inventory and logistics
- Reduce the administrative burden and paperwork through this automated template
- Keep stakeholders informed by updating statuses as the order progresses
- Use 10+ customized statuses and fields to track and label orders
Ideal for: Companies seeking to simplify supplier management with easy-to-use forms that handle orders, track deliveries, and manage contacts.
5. ClickUp Order Fulfillment Template
The ClickUp Order Fulfillment Template enhances and improves the order fulfillment process of any e-commerce business. This template is a one-stop solution for managing everything connected to order fulfillment, from tracking lead times to monitoring order progress.
Identify and remove any potential issues that may arise early in your fulfillment process.
Here’s why you’ll love it:
- Monitor product status with custom statuses such as In Stock and Out of Stock to prevent delays
- Organize orders with fields for cost, order quantity, and customer contact
- Comprehensively document order details with the purchase order number, shipping point, product description, etc.
- Visually represent the order fulfillment and the inventory by integrating with other ClickUp features like Gantt charts and Kanban boards.
Ideal for: Operations teams and e-commerce companies tracking order fulfillment. Addressing issues early helps the template manage lead times and prevent stock shortages.
6. ClickUp Company Swag Orders Template
Placed an order for personalized merchandise with your supplier? Manage it using the ClickUp Company Swag Orders Template!
This template is designed for swag order management. It acts as a central location for organizing and tracking everything—merchandise purchase orders, shipments, store designs, and even the expected delivery date.
So, start monitoring your swag inventory for consistent branding and quality.
Here’s why you’ll love it:
- Optimize the swag order process to reduce the time and money spent
- Manage and view swag orders through five different views on ClickUp, like the unique Needs Payment view
- Organize and store all swag requests from employees in one centralized database
- Store essential details like the seller’s contact information for smooth communication
Ideal for: HR teams managing blanket purchase orders for company merchandise and tracking delivery schedules.
7. ClickUp Purchase and Sales Agreement Template
While PO templates register purchase information, the ClickUp Purchase and Sales Agreement Template is broader in scope and provides an official record for both the purchase and sale of goods.
Using this template, you securely manage all your purchases and sales in one place. It consolidates all essential paperwork, details, terms, and conditions so you can quickly skim and approve/deny requests. This template lets you create legally enforceable agreements without any additional effort.
Here’s why you’ll love it:
- Store all your supplier and customer information in one place for future reference
- Build your workflow with custom views, including List, Gantt, and Calendar
- Improve purchase and sales tracking with the help of built-in automations and the ClickUp AI, Brain
- Collaborate in real-time with shared documents and comment reactions for immediate feedback
Ideal for: Procurement and sales teams managing purchase and sales agreements as this template consolidates all contract details for easy approvals and tracking.
Bonus: Ready to take control of your project finances? Start managing your budget like a pro today!
8. ClickUp Invoice Template
Are you a vendor tired of asking for payments?
Instead of verbal reminders, use the ClickUp Invoice Template to send a formal, legally binding invoice and ensure a timely payment. Even if you have not gained any billing experience, this easy-to-use template will help you create a professional one quickly.
Document company information, buyer address, items sold, pricing, etc. Track the status of every payment and reconcile accounts without hassle.
Here’s why you’ll love it:
- Quickly and effortlessly create customized and branded invoices
- Ensure accuracy and compliance by regularly reviewing invoices
- Reduce errors filling in invoice fields due to this template’s standardized format
- Automate invoice reminders and reduce follow-up time with task and deadline alerts
Ideal for: Businesses and freelancers needing a template to receive timely payments, track invoices, and manage payment statuses.
9. ClickUp Contractor Invoice Template
The ClickUp Contractor Invoice Template is exclusively designed to request contractor payments. A beginner-friendly resource, this template allows you to create and send professional invoices that contain details like product description, category, unit price, amount due, etc.
It provides a quick overview of outstanding invoices, allowing you to send further reminders and mark payments as received once they have been processed.
Here’s why you’ll love it:
- Use custom fields to manage contractor details, payment due dates, and more
- Add and assign tasks for specified items on the invoice to be resolved by the relevant contractor
- Collaborate with contractors and teams using comments, reactions, and shared documents for clarity
- Send professional and precise invoices that communicate payment expectations
Ideal for: Small startups and teams managing business transactions, creating contractor and client invoices, and keeping track of payments.
Summarize this article for me pleaseOptimize Your Entire Purchase Order System with ClickUp
Purchase order management can feel overwhelming. With multiple layers of complexities and the need for constant monitoring, handling it efficiently can be a challenge.
A faulty process can affect stock levels and business operations. That’s why it’s crucial to be thorough and avoid mistakes.
This is where ClickUp helps with its powerful work management suite and free purchase order template options. Experience how it can enhance efficiency, productivity, and organization as you take control of your PO management system. 🎯
Sign up here and discover ClickUp’s transformative influence on your purchase order system! ✅
Everything you need to stay organized and get work done.
