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Free purchase order template for Google Docs

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

Free to copy Google Docs PDF export No watermark
Automate this template Copy to my Google Docs How to use it

Free to copy, no sign-up: the file opens in your own Google Drive. Updated November 13, 2026.

The actual template Free purchase order template for Google Docs: preview of the first page

What’s in the purchase order template

Every block has a placeholder showing where your details go. Type over them by hand, or bind each one to a field in your data and let it fill itself.

  • 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 to use this purchase order template in Google Docs

  1. 01

    Copy the template to your Google Drive

    Press "Copy to my Google Docs". Google asks to make a copy, and the copy is yours to edit; the original is never changed. All you need is a free Google account.

  2. 02

    Replace the placeholders with your details

    Text in double braces, like {{po.number}}, marks where your own values go. Work down the page: header with your logo and PO number; supplier block and your delivery address; order date and required-by date, and so on.

  3. 03

    Make it match your brand

    Swap the logo, colours and fonts in Google Docs as you would in any document. The layout is built to hold when the text changes.

  4. 04

    Download it as a PDF, or share the link

    File, then Download, then PDF Document gives you a file to send or print. Download as Word (.docx) works too if someone needs it.

  5. 05

    Making these regularly? Fill it from your data

    Connect Airtable, Google Sheets or a CSV to SourceToDocs and it fills a copy of this template for every row, so you stop retyping.

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.

What to include in a purchase order

FieldWhat to writeExample
PO numberA unique number the supplier quotes back on their invoicePO-2026-0412
Order date and required-by dateWhen you raised it and when you need the goods3 Nov 2026 · by 17 Nov 2026
SupplierLegal name, address, contactNorthwind Supplies Ltd
Deliver toThe address goods should arrive at, with a contactUnit 4, Acme Works · J. Patel
Line itemsDescription or SKU, quantity, unit price, line total40 × M8 bracket · $2.10 · $84.00
TotalsSubtotal, tax, shipping, order total$1,284.00
TermsPayment terms and delivery termsNet 30 · delivered duty paid
ApprovalWho authorised the orderA. Romero, Operations

How to fill in a purchase order in Google Docs

  1. Give it a number before anything else. Every later document, the delivery note, the invoice, the payment, is matched against it.
  2. Describe items the way the supplier does. Use their part numbers where you have them; it prevents the wrong thing arriving.
  3. State the required-by date, not “ASAP”. A date can be confirmed or refused; “ASAP” cannot.
  4. Check the total against the quote you were given. A PO that differs from the quote will be queried.
  5. Send it as a PDF and keep the Doc as your record.

Purchase order, invoice or delivery note?

The purchase order is sent by the buyer before delivery and says what is being ordered. The delivery note travels with the goods and is signed on arrival. The invoice comes from the supplier afterwards and asks for payment. Finance teams match all three, which is why the PO number has to appear on each.

Google Docs does not add up line totals for you. If you need calculated totals, keep the lines in Google Sheets and let the template place the figures, which is what the automated version below does.

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.

Fill this purchase order template from Airtable, Google Sheets or a CSV

Connect an Airtable base, a Google Sheets spreadsheet or a CSV file, map each field to a placeholder, and generate. One run can produce a single document or one per matching row, delivered to your Google Drive.

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

Start automating

Who uses this purchase order 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

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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 or a CSV upload. 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.
Is this purchase order template free? +
Yes. Copy it to your own Google Drive at no cost and with no sign-up, then edit it like any Google Docs file. You only need SourceToDocs if you want it filled from your data automatically, and that has a free plan too.
Can I download this purchase order template as a PDF or Word file? +
Yes. Open your copy in Google Docs and choose File, Download. PDF Document gives a print-ready file; Microsoft Word (.docx) gives an editable one for people who do not use Google Docs.

Generate this document from your data

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