Microsoft Excel and Google Sheets both offer free purchase order templates you can customize. I’ve put together an easy-to-use version based on those.
Here’s a simple step-by-step guide to using the purchase order template in Excel. It’s helpful if you’re managing purchases manually and need a basic, trackable format. You can download the template here.
Prefer to skip the spreadsheet formulas entirely? Our free purchase order generator builds a formatted PO and exports it straight to PDF, no Excel required.
Step-by-Step Guide
1. Start with a Header
Fill in the following information:
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Purchase Order (title)
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PO Number
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Date
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Buyer info (your company name, address, contact)
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Vendor info (supplier name, address, contact)
2. Add/Update Item Table
Update the item table with: Item, Description, Quantity, Unit Price, and Total
3. Add Delivery and Payment Info
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Delivery address
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Expected delivery date
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Payment terms (e.g., Net 30, advance, etc.)
4. Final Touches
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Add your company logo if needed
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Use borders and shading to make it easy to read
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Lock formulas to avoid accidental edits