FREE Purchase order Template Excel [Ready to use]

Managing purchase orders manually? A simple template can significantly improve your process.

At ProcureDesk, we've created a ready-to-use Excel Purchase Order (PO) template to help small businesses, finance teams, and procurement professionals streamline how they issue and track purchase orders—no software required.

Download the template here!

Why Use a Purchase Order Template?

If you're just beginning to formalize your purchasing process, a template provides:

• A consistent structure for recording order details

• A documented trail of every purchase request

• Improved visibility into spend, suppliers, and delivery expectations

This free, editable template is designed for simplicity and ease of use—whether you're managing five or fifty purchase orders a month.

What’s Included in the Template?

The Excel file includes two key tabs:

1. Purchase Order Form – A clean, printable form you can send to suppliers

2. PO Tracker – A centralized sheet for logging and tracking all your purchase orders

Both tabs are fully customizable to suit your company’s specific purchasing needs.

How to Use the Template

Here’s a step-by-step guide for getting started:

1. Add Your Company Branding

Insert your company logo and update the company name and contact information.

2. Fill in Header Information

Enter the PO number, date of issue, and your preferred payment terms. If you use sequential numbering or departmental codes, the template supports that structure.

3. Enter Vendor and Shipping Details

Include vendor contact details, the delivery address, and any special billing instructions.

4. Add Line Items

For each product or service, complete the following fields:

• Description

• Quantity and unit of measure

• Unit price and total cost

• Expected delivery date

• Shipping or tax if applicable

5. Review and Confirm Totals

The template automatically calculates subtotals, taxes, and total order value for quick review.

6. Add an Approval Signature (Optional)

You can upload an image of an authorized signatory if your process requires it.

7. Save and Share

Once completed, save the form as a PDF and send it to your vendor.

8. Track Order Status

Use the PO Tracker tab to record when orders are issued, fulfilled, or closed. This helps with order management, vendor communication, and month-end reconciliation.

When to Consider Automation

If you’re managing a high volume of purchase orders or spending excessive time on manual updates, it may be time to automate your procurement process.

ProcureDesk offers a scalable purchase order automation platform that integrates with your accounting system, reduces manual data entry, and provides real-time visibility across departments.

Final Thoughts

A simple Excel-based purchase order template can help bring structure and control to your procurement process—without added cost or complexity. It's a great starting point for teams that are building out their purchasing workflows.

Download the free template and start organizing your purchase orders more efficiently today.

Looking to scale your purchasing process? Explore how ProcureDesk can help automate PO creation, approvals, and tracking—all in one place.