Free Excel Purchase Order Template
An Excel purchase order template helps you create a purchase order you can send to a vendor. It shows what you want to buy, how many you need, and what you expect to pay.
In simple terms, a purchase order is your official order request to a vendor.
- Create your purchase order in a few clicks
- Download as PDF, email or print your PO
- Keep a digital record of every order you send
- See when your vendor opens your purchase order
- Keep your orders organized and easy to find
Use our free Excel purchase order template to create a clear, professional purchase order in minutes. Download it, fill it out, and send it to your vendor right away.
- Create professional purchase orders in minutes
- Keep quantities and prices clear for your vendor
- Track what you ordered and what you owe
- Reduce mistakes with clear item and pricing fields
- Save, print, or email your purchase order in seconds
Excel Purchase Order Templates by Docelf
These Excel templates help you get started without building a purchase order from scratch. You can tweak the layout, add your details, and keep everything easy to read for your vendor.
They work well for small businesses that want a familiar, flexible format.
Why use this Excel purchase order template
- Create professional purchase orders in minutes
- Keep orders clear and easy for vendors to understand
- Track what you ordered and what you owe
- Reduce mistakes with clear item and pricing fields
- Save, print, or email your purchase order anytime
Excel vs Docelf: A Better Way to Manage Purchase Orders
Excel is a good starting point. It works well when you create purchase orders now and then. But if you send purchase orders often, you may want a faster way to stay organized.
- Create your purchase order in a few clicks
- Download as PDF, email or print your PO
- Keep a digital record of every order you send
- See when your vendor opens your purchase order
- Keep your orders organized and easy to find
1. Your totals calculated automatically
- In Excel, formulas can break if someone edits the wrong cell.
- Docelf calculates totals automatically and keeps the numbers consistent.
2. Your vendors and items saved and ready
- In Excel, you retype vendor details and items each time.
- Docelf stores vendors and products, so you can reuse them anytime.
3. Your purchase orders easier to track
- In Excel, it’s hard to know if a vendor saw your purchase order.
- Docelf shows when your purchase order is received and opened, so you can follow up at the right time.
4. Your documents look consistent
- Excel layouts can look different from file to file.
- Docelf helps you use the same logo, colors, and fonts every time.
Excel gives you flexibility. Docelf gives you speed and structure. Choose what fits you best, or try both.
How to Write a Purchase Order in Excel
You can fill out an Excel purchase order in a few minutes. Follow these steps and you’ll have a clear purchase order ready to send to your vendor.
1. Add your business details
- Enter your business name, address, email, and phone number.
- This tells your vendor who placed the order and how to reach you.
2. Add vendor details
- Include the vendor’s name, address, and contact details.
- This helps your purchase order reach the right person.
3. Add your logo
- Insert your logo to make your purchase order look professional.
- Your vendor can recognize your order right away.
4. Enter the purchase order details
- PO number: Use a unique number so you can track the order later.
- PO date: Add the date you send the purchase order.
- Delivery date: Add an expected delivery date if you use one.
5. List items or services
- Write a clear description for each item or service.
- Enter quantity and unit price for each line.
- Review totals to make sure they look right.
6. Add tax and extra costs
- Add tax, shipping, or handling if you need it.
- Double-check the final total before you send the order.
7. Add terms and delivery notes
- Add payment terms such as “Net 30” or “Due on delivery.”
- Add delivery instructions, reference numbers, or project codes if needed.
8. Save and send
- Save a copy for your records.
- Export as a PDF if you want a clean version to email.
- Email it to your vendor or print it if you need a paper copy.
When you keep your details clear, your vendor can process your order faster. And you have a clean record if questions come up later.
- Create your purchase order in a few clicks
- Download as PDF, email or print your PO
- Keep a digital record of every order you send
- See when your vendor opens your purchase order
- Keep your orders organized and easy to find
Customize the Excel Template
You can customize your Excel purchase order template to match your brand and keep it easy to scan. A few small changes can make a big difference.
1. Change the font
- Select the text you want to update.
- Go to the Home tab and choose a clean, easy-to-read font.
2. Update the colors
- Select the cells you want to change.
- Use Fill Color for backgrounds and Font Color for text.
- Update borders if you want clearer sections.
3. Add more rows
- Right-click a row in the items table and choose Insert.
- Copy formatting from nearby rows to keep everything consistent.
Excel gives you flexibility. Docelf helps you move faster. If you send purchase orders often, Docelf can save you a lot of time.
- Create your purchase order in a few clicks
- Download as PDF, email or print your PO
- Keep a digital record of every order you send
- See when your vendor opens your purchase order
- Keep your orders organized and easy to find
Common Questions About Excel Purchase Order Templates
What is an Excel purchase order template?
An Excel purchase order template is a spreadsheet you use to create a purchase order in Microsoft Excel. You fill in your details, list items or services, and send it to your vendor.
Can I edit this purchase order template in Excel?
Yes. You can edit the template in Excel. You can update your business details, add your logo, and adjust rows and columns to fit your order.
How do I send a purchase order from Excel?
Fill out the template, then export it as a PDF and email it to your vendor. You can also print it if you need a paper copy.
Does Excel calculate totals automatically?
Excel can calculate totals if the template includes formulas. If you change the layout, double-check the totals to make sure the formulas still work.
Is an Excel purchase order template good for small businesses?
Yes. Excel templates work well when you want a familiar and flexible format. If you send purchase orders often, Docelf can help you save time and keep everything organized.
What should I include in a purchase order?
Include your business details, vendor details, a PO number, the order date, item descriptions, quantities, prices, totals, delivery details, and payment terms.
Ready to get started? Download a template above, or try Docelf to create and track purchase orders faster.
- Create your purchase order in a few clicks
- Download as PDF, email or print your PO
- Keep a digital record of every order you send
- See when your vendor opens your purchase order
- Keep your orders organized and easy to find
