ClauseryFree purchase order template (PO, Word)
A purchase order to a supplier: the PO number and date, the vendor, where to deliver and by when, the items with quantities and prices, tax and shipping, payment terms, special instructions, and standard terms on confirmation, invoicing and rejected goods.
Does the maths for you: fill it in online and the line totals, subtotal, tax and order total are calculated as you type.
No sign-up. Your answers stay in your browser. Who it is for: Small businesses, office managers and buyers who order goods or services from suppliers and want every order, delivery and invoice to match.
Updated · Word (.docx) · Free to use and adapt
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What is in the purchase order
- PO number and order date
- Vendor details
- Ship-to address, delivery date and shipping method
- Items: quantity, unit price and line total
- Tax, shipping and the order total
- Payment terms
- Optional special instructions
- Confirmation, invoicing, inspection and substitution terms
- Authorized signature
Read the full template
This is the complete wording. [Labels] are filled in from your answers, and highlighted text only appears when it applies; hover over it to see when.
[Your company name] [Your company address] | PURCHASE ORDER PO number: [PO number] Order date: [Order date] Deliver by: [Delivery date] |
VENDOR [Vendor name] [Vendor address] | SHIP TO [Ship to address][Your company name], at the address above Shipping method: [Shipping method] |
Item | Qty | Unit price | Line total |
|---|---|---|---|
| Repeated for each item | |||
[Description] | [Quantity] | [Unit price] | [Line total] |
Subtotal | [Subtotal] |
[Name of the tax] ([Tax rate (%)]%) | [Tax] |
Shipping | [Shipping charge] |
Order total | [Order total] |
Payment terms: [Payment terms]
Special instructions: [Special instructions]
TERMS
- Please confirm this order, the prices and the delivery date in writing within [Days the vendor has to confirm the order] days. Shipping the goods or starting the work also accepts this order on these terms.
- Every invoice, delivery note and package must show purchase order number [PO number]. Invoices without it may be returned unpaid.
- The buyer may inspect the goods on delivery and reject any that are damaged, defective or not as ordered. Rejected goods are returned at the vendor's cost.
- Do not ship more than the quantities ordered, or substitute items, without the buyer's written approval.
Authorized by: ____________________________
[Authorized by (name)], [Their job title]
The questions you answer
Clausery turns the template into a short questionnaire. Optional parts only appear when they apply, and anything marked Calculated for you is worked out from your other answers.
| Question | Type | Asked when |
|---|---|---|
| Your company name | Short text | Always |
| Your company address | Long text | Always |
| PO number | Short text | Always |
| Order date | Date | Always |
| Vendor name | Short text | Always |
| Vendor address | Long text | Always |
| Ship to a different address | Yes / no | Always |
| Ship to address | Long text | If “Ship to a different address” is yes |
| Delivery date | Date | Always |
| Name a shipping method | Yes / no | Always |
| Shipping method | Short text | If “Name a shipping method” is yes |
| Order items For each item: Description, Quantity, Unit price, Line total | Repeating group | Always |
| Subtotal | Calculated for you | Always |
| Add sales tax or VAT | Yes / no | Always |
| Name of the tax | Short text | If “Add sales tax or VAT” is yes |
| Tax rate (%) | Number | If “Add sales tax or VAT” is yes |
| Tax | Calculated for you | If “Add sales tax or VAT” is yes |
| Add a shipping charge | Yes / no | Always |
| Shipping charge | Money | If “Add a shipping charge” is yes |
| Order total | Calculated for you | Always |
| Payment terms | Long text | Always |
| Add special instructions | Yes / no | Always |
| Special instructions | Long text | If “Add special instructions” is yes |
| Days the vendor has to confirm the order | Number | Always |
| Authorized by (name) | Short text | Always |
| Their job title | Short text | Always |
How to use it
Open it
Click Fill it in now. The template opens in Clausery with its questionnaire ready.
Answer the questions
Work through the sections. Drafts save as you type, on your device.
Download the document
Get a finished Word file with your formatting intact, or print it to PDF.
Prefer to start from your own wording? Download the Word file, edit it, keep the {tags}, and upload it to Clausery. See the template syntax.
Questions
Is a purchase order a contract?
A purchase order is an offer to buy. It becomes a binding contract when the supplier accepts it, for example by confirming it in writing or by shipping the goods. If the supplier replies on its own terms instead, settle which terms apply before you go ahead.
What is the difference between a purchase order and an invoice?
The buyer sends a purchase order before delivery, to order goods or services at agreed prices. The seller sends an invoice afterwards, to ask for payment, and quotes the PO number so the buyer can match the two.
What is three-way matching?
Before paying, many accounts teams check that the purchase order, the delivery receipt and the supplier's invoice agree on items, quantities and prices. A PO number on every document makes the check quick.
Is it really free?
Yes. The download is free, and filling it in with the Clausery app is free too, with unlimited documents. Library templates never count towards a plan limit, and no account or card is needed.
Is my information uploaded anywhere?
No. Clausery runs entirely in your browser. Your answers and the finished document are created and stored on your own device.
Is this legal advice?
No. These are general samples. Laws differ between countries and states, so have the wording reviewed for your situation before you rely on it.
Clauses in this template, explained
Guide: Quote vs estimate vs invoice: what is the difference?
Free tool: Invoice due date calculator: when the supplier's invoice falls due
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This template is a general sample and not legal advice. Laws vary by jurisdiction; have it reviewed before use.