Free Google Sheets Purchase Order Template
Keep shared order details easy to update.
Add items and prices to the online form, which calculates the total for you. Send a clear, complete order that makes it easy for your vendor to get it right.
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Use Free Google Sheets Purchase Order Templates
Choose a preview and follow the Google Sheets copy prompt. Rename your copy with the PO number and vendor name so it is easy to find in Drive. Create Purchase Order Online opens the separate Docelf editor.
How to Create a Purchase Order in Google Sheets
Follow the template’s copy prompt and rename the sheet for this order. Share the working copy with the people who need to review or edit it. Agree who checks it before sending. The illustration is a Docelf purchase order showing the kind of information to include; the Google Sheets layouts may arrange it differently.
When the order is complete, review it and export a PDF. Check every item, total, and note before sending it to your vendor.
- Add Your Business: Enter your business name and contact details.
- Add Your Logo: Add your logo if you use one.
- Add the Vendor: Enter the vendor’s name and contact details.
- Number and Date: Add a unique PO number and the order date.
- List the Purchases: Enter each product, service, or rental with its unit or pack size, quantity, and agreed price. Add separately charged shipping as an item.
- Check the Formulas: Check each line amount, the subtotal, any agreed discount, tax, and total.
- Add Delivery Instructions: Enter the ship-to address or service location and requested date. Put agreed terms and vendor instructions in the order’s notes area.
Check the Team’s Item List Before Ordering
Agree who checks the final quantities before the order is sent. If two teammates request the same item, combine their quantities on one row so the vendor can see the total needed. Keep pack sizes and model details with each description.
This fictional workshop-supply order uses US dollars. The team is ordering three packs of gloves, two boxes of safety glasses, and one first aid kit. An illustrative 8% tax applies to the whole subtotal; use the tax treatment that applies to your purchase.
| QTY | Description | Unit Price | Amount |
|---|---|---|---|
| 3 | Nitrile gloves — packs of 100, size large | $18.00 | $54.00 |
| 2 | Safety glasses — boxes of 12 | $36.00 | $72.00 |
| 1 | Workshop first aid kit — 100-piece | $45.00 | $45.00 |
| Subtotal | $171.00 | |
| Sales Tax (8% illustrative) | $13.68 | |
| Order Total | $184.68 |
The three line amounts add to $171.00. With $13.68 tax, the order total is $184.68. That is the value of the order, not a payment record or confirmation that the supplies have arrived.
Put Vendor Instructions in Notes, Not Comments
Comments are useful while your team reviews the sheet. Put the instructions the vendor must receive in the purchase order itself, so they appear on the PDF. Order notes can cover delivery, handling, a project reference, or agreed payment terms.
In Docelf, this field is called Notes. For the workshop order, adapt the sample below and keep the ship-to address in its own area. Include only instructions and terms your business uses.
Example: Notes
- PO WORKSHOP-206: deliver the supplies together to the ship-to address shown.
- Requested delivery: October 8, 2026. Please confirm availability before dispatch.
- Please include PO WORKSHOP-206 on your invoice.
Give the Team a Clear Working Copy
Share the working sheet with the people who need to contribute, and choose one person to check it before sending. That keeps a quantity change or unanswered comment from slipping into the vendor’s order.
Protect Formula Ranges
On a computer, use Data, then Protect sheets and ranges to restrict edits to formula cells. Leave quantity and price cells available to the people entering the order.
Use Comments for Questions
Keep review questions in comments while the team checks quantities and prices. Move agreed vendor instructions into the order’s notes area before exporting the PDF.
Check Changes and New Rows
Use version history to review changes or recover a formula. After adding rows, check each calculation and make sure the subtotal includes every item.
Send the Finished Order
Export a PDF for the vendor once the team has checked the order. Keep the shared working sheet internal unless the vendor needs to collaborate. Protected ranges limit editing; they do not hide other order information.
Google Sheets or an Online Purchase Order?
Google Sheets suits a team that wants to review the same spreadsheet. When you are ready to prepare and send an order in one place, Docelf lets you reuse saved vendor, product, and service details.
You enter quantities and unit prices; Docelf calculates line amounts, subtotal, discounts, taxes, and total. It keeps purchase orders with your other business documents. The spreadsheet templates are separate files and do not update a Docelf purchase order.
Create a purchase order online with Docelf or keep using your spreadsheet copy.
Send the Order From Docelf
Review the purchase order, then email it or download a PDF to print. For an order emailed from Docelf, you can see when the vendor opens it in the document history.
Keep the Team’s Working Copy and Sent Order Distinct
Keep the PDF you sent to the vendor so later spreadsheet edits do not change the record of that order. Use the PO number to match the vendor’s invoice and compare it with the quantities and prices you ordered.
Complete any internal purchasing review before sending. If the order changes, send the vendor the revised copy and explain what changed. Ask them to confirm the delivery arrangements directly. Seeing that an emailed Docelf purchase order was opened does not confirm acceptance or shipment.
Other Purchase Order File Formats
Choose the tool that best fits the way you edit, calculate, share, and send the order.
Google Sheets Purchase Order Template FAQs
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How do I make a copy of the Google Sheets purchase order template?
Open a template link and choose Make a copy. Rename the copy and save it in the Drive folder you use for purchasing.
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Does the Google Sheets purchase order calculate totals?
Check the formulas in your copy before relying on them. Each line amount should use that row’s quantity and unit price. Confirm that the subtotal includes every item, then review any discount, tax, and the final total.
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How do I protect formulas in Google Sheets?
On a computer, choose Data, then Protect sheets and ranges. Select the formula range and set who can edit it. Leave the order-entry cells available to the people filling them in. Protection limits editing; it does not make the sheet’s contents private.
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Can several people edit the purchase order at once?
Yes. Google Sheets supports shared editing, comments, and version history. Give edit access only to people who need it.
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How do I print a Google Sheets purchase order?
On a computer, select the order sheet or highlight the order cells. Choose File, then Print, and select Current sheet or Selected cells. Review margins, scaling, and page breaks so all items, totals, and notes are included.
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Should I use Google Sheets or Excel for a purchase order?
Use Google Sheets for browser access and shared editing. Use Excel when you prefer desktop files, offline work, or more advanced spreadsheet features.
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Should I share the editable sheet with my vendor?
Usually, send a PDF of the checked purchase order. Share an editable sheet only when the vendor needs to collaborate, and use a separate file containing only the information they need.
