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Purchase order template

A buyer-issued order to a supplier listing what is being bought and on what terms, generated one per order from your purchasing data.

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The actual template Purchase order template shown in Google Docs

What’s in this template

Every block is bound to a field in your data. The layout stays exactly as designed; only the values change from one run to the next.

  • Header with your logo and PO number {{po.number}}
  • Supplier block and your delivery address {{supplier.name}} · {{delivery.address}}
  • Order date and required-by date {{po.raised}} · {{po.required}}
  • Ordered items table with quantity and unit price loop: {{lines}}
  • Order value and agreed payment terms {{totals.order}} · {{po.terms}}
  • Approval and buyer contact {{po.approver}}

How this template fills itself

Connect Airtable, Google Sheets, a SQL database, a CSV or a REST API, map each field to a placeholder, and generate. One run can produce a single document or one per matching record.

Billing & operations: A buyer-issued order to a supplier listing what is being bought and on what terms, generated one per order from your purchasing data.

Purchase orders · Airtable

POSupplierValue
PO-4417Halden Supply$9,320
PO-4418Meridian Print$1,880
PO-4419Corvus Tooling$24,500

Template: Google Slides or Docs

{{po.number}}

Purchase order · required {{po.required}}

{{supplier.name}}

loop: {{lines}} → row

{{totals.order}}

one order per record, filtered to approved rows only

Generated output

DocsPDF

PO-4417

Purchase order · required 30 Sep 2026

Halden Supply

9 ordered lines

$9,320 order value

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Who uses this template

Procurement and operations teams

Raise a consistent order document for every approved requisition without rekeying quantities into a file.

Read the guide

Construction and trades firms

Order materials against a job from the same base that holds the job, so the PO and the site match.

Read the guide

Small manufacturers

Issue supplier orders on a schedule from a reorder list rather than assembling each one by hand.

Read the guide

A purchase order goes the other way from an invoice: you issue it, to a supplier, before anything has been delivered. It is a commitment to buy named quantities at named prices by a named date, and it carries a PO number the supplier is expected to quote back on their invoice. The ordered-lines table is the variable part, so this template is a Google Doc.

Keep the PO number and the approval in the data

The number matters more than the layout. It is what ties the order to the delivery note, the supplier’s invoice and eventually the payment, so it should be generated by your purchasing system and merely placed by the document. The same goes for the approver: filter the run to orders that have been signed off and a PDF simply does not exist for anything unapproved. Reorder lists can then be turned into a batch of supplier orders on a schedule, with no one assembling a file per supplier.

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Common questions, answered

How does a purchase order differ from an invoice? +
The direction is reversed. You issue a purchase order to a supplier before anything is delivered, committing to buy specific quantities at agreed prices; the supplier later sends you an invoice asking to be paid. The PO carries a required-by date and an internal approver, which an invoice does not.
Where do the ordered lines come from? +
From your purchasing data: an Airtable base, a Google Sheet, a SQL table, a CSV upload or your ERP through a REST data source. Each order record holds its own lines, and the template repeats a table row for each of them with quantity, unit price and line total.
Can I only generate approved orders? +
Yes, and that is the usual setup. Filter the run to rows where the approval status is set, so a document exists only for orders someone signed off. Unapproved rows are skipped until they change, and the next scheduled run picks them up.
Can I use my own purchase order design? +
Yes, and suppliers often expect it. Purchase orders usually carry your own numbering scheme, standard terms on the reverse and an approval block your finance team recognises. Build that document in Google Docs, mark the supplier block, dates and ordered-lines table as placeholders, and generate against your version rather than this one.

Generate this document from your data

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