A purchase order template that is ready to send
Enter the supplier, the items and the terms, check the live preview and download the order as a PDF or an editable Excel file, with messages to the supplier ready to copy.
Preloaded values are editable references. The formula is in plain sight. The result comes from your data, not from promises.
Preview
Company name
Purchase order
No. 0001
Date: 10/07/2026
Supplier
Supplier company
Sample item (SKU 7710)
500 x $12.00
$6,000.00
Freight to the warehouse
1 x $150.00
$150.00
- Subtotal
- $6,150.00
- Total USD
- $6,150.00
Deliver no later than 10/17/2026
The preview is free and needs no sign-up. The PDF and the Excel file download with your name, email and company.
WhatsApp follow-up with the supplier
Three messages to send your supplier, with the order details already filled in.
When you send it
Hi, here is purchase order No. 0001 for $6,150.00. Could you confirm you received it and that delivery will arrive by 10/17/2026?
If there is no confirmation
Hi, did you get a chance to review purchase order No. 0001? I need the confirmation to schedule receiving at the warehouse.
Before delivery
Hi, purchase order No. 0001 is due for delivery by 10/17/2026. Is it still on schedule? If any quantity changes, let me know and I will update the order.
Lots of invoices to match against each order?
Arconte reads each supplier invoice and matches it against the purchase order and what was received before it goes into your ERP. Anything that does not match goes to review, with the reason in plain sight.
See how it worksHow do we calculate this?
amount = quantity x unit price (per line, to the cent) subtotal = sum of the amounts discount = subtotal x discount % tax = (subtotal - discount) x tax % total = subtotal - discount + tax delivery = date + delivery time
With your current data
- Subtotal
- $6,150.00
- Agreed discount (0.0%)
- $0.00
- Tax (VAT or other) (0.0%)
- $0.00
- Total
- $6,150.00
The result is an estimated potential based on your data, not a promise of results.
How to use the purchase order template
A clear purchase order tells the supplier what to deliver, when and at what price, and gives your company the reference to check what arrives and what gets paid.
What goes in each part
The top shows who is buying and from whom: your company with its purchasing contact, and the supplier details. The number and date identify the order through the whole cycle, from receiving to payment.
Each line takes an item code or description, the quantity and the agreed price, and the amount is calculated for you. It helps to use the same description as the supplier's quote, so the invoice can be matched with no doubts.
The terms close the document: agreed discount, tax, delivery time and address, payment terms, and a reference to the quote along with who approved the purchase.
A PDF to send, an Excel file to reuse
The PDF comes out formatted as a document, ready to send by email or on WhatsApp. The Excel file has the same lines with formulas, so you can adjust quantities or prices and keep it as your own template.
After the order: receiving and the invoice
The order is the first of three pieces. When the goods arrive, what was received gets recorded, and when the invoice arrives the three documents are matched: if they do not agree, payment is held until the difference is cleared up.
When there are many invoices a month, that matching can run on its own: Arconte reads each supplier invoice and matches it against the purchase order and what was received. What doing it by hand costs is measured by the paperwork cost calculator.
Frequently asked questions
Is the purchase order template free?
Is the purchase order template free?
Yes. The preview builds on screen with no sign-up. To download the PDF and the Excel file we ask for your name, email and company once.
What should a purchase order include?
What should a purchase order include?
An order number, buyer and supplier details, each item with quantity and unit price, taxes and currency, and payment and delivery terms. Each field is covered in what a purchase order is.
How is it different from a quote?
How is it different from a quote?
The supplier issues a quote to make an offer; the buyer issues the purchase order to request and authorize the purchase, and it usually references the quote it comes from. To quote, use the quote template.
What is the order for once it is sent?
What is the order for once it is sent?
It is one of the three pieces of the three-way match: when the supplier invoice arrives, it is checked against the order and against what was received before payment. That is why the order should state exactly what was agreed.
What does Vantegrate do with my data?
What does Vantegrate do with my data?
The order details (supplier, items and prices) stay in your browser. Along with your name, email and company we keep only the total and the number of lines, to send you the link to the tool and Vantegrate updates, which you can stop anytime.
Want to see these numbers in your real operation?
A 30-minute demo with your case, no commitment. Or message us on WhatsApp and let's talk it through.
Francisco Morales, co-founder, takes your call. We reply on WhatsApp within 4 business hours, no strings attached.
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$6,150.00