What is a purchase order used for?

A purchase order authorizes a purchase from a supplier, specifying the items, quantities, and prices agreed before delivery. It creates a clear record for both buyer and supplier.

How does a PO relate to an invoice?

The buyer issues a purchase order to authorize the order; the supplier later sends an invoice to request payment. The PO and invoice reference each other for easy matching.

Can I send the PO to my supplier securely?

Yes. Share it through a secure Documintly link and keep it organized with your related documents.

Operations

Purchase order template

Authorize purchases with a clear, professional purchase order you can customize, send securely, and keep alongside your invoices and delivery notes.

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Template library

Proposal

Contract

Invoice

NDA

Receipt

Quote

What this template is used for

A purchase order (PO) is a document a buyer sends to a supplier to authorize a purchase. It specifies the items, quantities, and agreed prices before goods or services are delivered.

With Documintly you can fill in a PO, send it securely to your supplier, and keep it connected to the related delivery note and invoice.

Key sections typically included

Buyer and supplier details
Purchase order number and date
Itemized list of goods or services with quantities and prices
Agreed delivery date and location
Payment terms
Subtotal, taxes, and total
Authorization signature

Why use this template

Authorize purchases clearly and in writing
Agree on items, quantities, and prices up front
Keep POs connected to delivery notes and invoices
Maintain a clean record of what was ordered

When to use it

Ordering supplies

Authorize a supplier to provide goods at agreed quantities and prices.

Approving spend

Document and approve purchases before money changes hands.

Supplier records

Keep a consistent paper trail for everything you order.

How it works

Using this template in Documintly

Start from the template, make it yours, and send it — all in one workspace.

1
Open the template
Start from this ready-made template in the Documintly template library — no blank-page guesswork.
2
Customize the details
Edit text, add your business and client details, mask anything sensitive, and drop in a signature or QR code where you need one.
3
Save as your own document
Saving creates a new document from the template, so the original stays untouched and reusable for next time.
4
Share and track
Send it through a secure link and get notified the moment your client views or downloads it.

FAQ

Questions about the purchase order template

Related templates & tools

Delivery note templateConfirm the goods delivered against the purchase order.Invoice templateMatch incoming invoices to the orders you authorized.Document templatesBrowse the full library of reusable templates.

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