Procurement teams often juggle multiple vendors, approvals, and deadlines—all while trying to maintain accuracy and compliance. In the middle of this complexity lies a seemingly simple, but absolutely essential document: the Purchase Order (PO).
While many companies start by manually creating POs in Word or Excel, scaling businesses need more standardized and streamlined ways to manage this process.
That’s why we’ve created a ready-to-use PO Template—so you can focus more on strategy and less on formatting. Whether you’re part of a startup or an enterprise procurement team, this template helps you create compliant, professional purchase orders in minutes.
Why You Need a Purchase Order Template?
Manually drafting POs every time your company needs goods or services can be both time-consuming and error-prone. A good template ensures that every request includes the key information necessary for timely approvals and accurate record-keeping.
With a prebuilt template, your finance and procurement teams can:
- Standardize all purchase requests across departments
- Reduce back-and-forth communication due to missing information
- Speed up approval cycles with consistent formatting
- Maintain audit-readiness with every transaction
Whether you’re managing ten or a thousand POs a month, templates are your first step toward efficient procurement.
What’s Included in the Purchase Order Template?
Our template is designed to be plug-and-play—no training needed. It’s customizable in both Excel and Google Sheets formats and includes:
PO Header Details:
- Purchase Order Number (auto-generated or manual entry)
- Issue Date
- Expected Delivery Date
Buyer & Vendor Info:
- Company name, address, and contact details for both parties
- Shipping and billing addresses
Order Information:
- Item descriptions
- SKU or item codes
- Quantity
- Price per unit
- Total line amount per item
- Subtotal, tax, discount (if applicable), and grand total
Payment & Shipping Terms:
- Payment terms (e.g., Net 30, due on delivery)
- Shipping method and terms
- Notes or special instructions
Each field is clearly labeled so that even non-finance users can fill it out with ease.
How to Use the Purchase Order Template?
Using our purchase order template is simple and intuitive:
- Download the Template. Choose between Excel and Google Sheets depending on your team’s preferences.
- Fill Out the Required Details. Add buyer and vendor information, a list of items, pricing, and payment terms.
- Share for Approval. Email or upload the PO for approval. For faster collaboration, use a shared workspace like Google Drive or a procurement tool.
- Send to Vendor. Once approved, send the finalized PO to the vendor and confirm receipt.
- Track Fulfillment. Mark the PO as received once the goods or services have been delivered. Use this to verify invoices during your 3-way matching process.
Want to skip the manual work? Automate all of this with Peakflo!
Why Templates Alone Aren’t Enough?
While PO templates are a solid start, manual processes still leave room for errors, delays, and miscommunication. If you’re frequently dealing with:
- Delayed approvals
- Lost POs
- Manual data entry errors
- Compliance risks during audits
…it might be time to upgrade.
Automate and Scale with Peakflo
Peakflo’s AP automation solution helps finance and procurement teams eliminate inefficiencies by fully automating the purchase order lifecycle. Here’s what you can do:
- Auto-generate POs from purchase requests
- Set up multi-level approval workflows
- Auto-send approved POs to vendors
- Perform 3-way matching with GRNs and invoices
- Sync everything with your ERP or accounting system
Teams using Peakflo have reduced PO approval and processing time by 80%, while also gaining full visibility into their spending.
Templates are a great first step toward purchase order efficiency, but they’re just the beginning. As your business scales, the right tools—like Peakflo—can help you streamline the entire procurement process, from purchase requests to invoice payments.
Stop chasing approvals and fixing errors. Try Peakflo and see how easy procurement can be.
