Free Purchase Order Spreadsheet Template for Google Sheets & Excel
A printable purchase order on one sheet: ten lines for what you are ordering, the supplier and their sales contact, and an ordered-by block, because the order comes from the buyer. The Free Purchase Order spreadsheet template carries the PO number, the order date, the date you need the goods, and a delivery reference where it differs from your address. Google Sheets or Excel, one file. No macros, no VBA, no sign-up.
The FinancialAha Free Purchase Order Spreadsheet Template is a one-sheet workbook for Google Sheets and Excel, with a How to Use guide on a second tab. It works as a Free Purchase Order Excel template and a Free Purchase Order Google Sheets template from the same download. It records what you are ordering, from which supplier, at what agreed price and when you need it - with an order total rather than an amount due, because nothing is owed until the goods arrive. No macros, no VBA, no sign-up.
Inside the workbook
What's inside the FinancialAha Free Purchase Order spreadsheet template
The FinancialAha Free Purchase Order Spreadsheet Template runs on a single working sheet, with the instructions on a tab of their own. It works in both Microsoft Excel and Google Sheets and here is what the Free Purchase Order spreadsheet holds.
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PO
A purchase order runs the opposite way from an invoice, and the layout follows that. Your own business goes in the Ordered By block at the top left, because the order comes from you; the supplier goes beside it, with the sales contact who will act on it.
The order details carry the PO number, the date you raised it, the date you need the goods by and where they should be delivered if that is not your main address. The required-by date is the field a supplier reads first, and the one a dispute turns on months later.
Ten lines follow, each with a description, a category, a quantity and the agreed unit price. The figure at the foot is the order total rather than an amount due - a distinction worth keeping, because a purchase order commits you to buy at a price rather than to pay on a date. Payment becomes due when the supplier delivers and invoices.
There is no tax line for the same reason. Tax is settled on the invoice the supplier raises, and a purchase order that pre-empts it is guessing at somebody else's paperwork.
The PO number is worth setting deliberately rather than leaving as the sample. It is what a supplier quotes back on their invoice, and it is the thread that ties an order, a delivery and a bill together.
PO
Included guide
How to Use
A step-by-step guide on its own tab, covering which party goes in which block, how to replace the sample values, and how to change the currency. Because it ships inside the file, the instructions travel with the template wherever it is opened.
Works in both Google Sheets and Excel
Free Purchase Order Spreadsheet template for Google Sheets
Upload the Free Purchase Order Spreadsheet Template to Drive, right-click it, and choose "Open with Google Sheets". This Free Purchase Order Google Sheets template needs no conversion step and the order total recalculates exactly as it does in Excel.
Free Purchase Order Google Sheets template setup
A shared copy of the Free Purchase Order Google Sheets template suits a business where someone raises orders and someone else approves them, since both are working from the same figures.
Running the Free Purchase Order Google Sheet
The Free Purchase Order Google Sheet is filled in per order and sent. Keeping the file for each one is what makes a delivery checkable against what was actually ordered.
Free Purchase Order Spreadsheet template for Excel
The Free Purchase Order spreadsheet Excel download is a plain .xlsx. Excel opens this Free Purchase Order Excel template directly, with no import step and no compatibility prompt, and the order total updates as you type. There are no macros and no VBA in the file, so it opens without a security warning.
Free Purchase Order Excel template setup
The same Free Purchase Order Excel template opens in Excel on Windows, Excel on Mac, and Excel for the web. It is also the identical file you would upload to Drive, so there is no separate Free Purchase Order spreadsheet download to choose between.
Free Purchase Order spreadsheet Excel notes
The Free Purchase Order spreadsheet Excel file carries no macros and no VBA, so Excel opens it without a trust prompt.
Opening the Free Purchase Order spreadsheet Excel file
Nothing in the Free Purchase Order Excel template is version-specific, so this Free Purchase Order spreadsheet Excel workbook behaves identically in Excel on Windows, Excel on Mac, and older builds.
The FinancialAha Free Purchase Order Spreadsheet Template covers the order itself: who it is from, who it goes to, what is on it and when it is needed. The Essentials Purchase Order Spreadsheet Template for Google Sheets and Excel is the fuller document on the same single page - a part number on every line so the supplier picks exactly what you meant, a longer item list, the supplier recorded with a named contact and email, a real ship-to block with an attention name for the receiving bay, and a shipping method on the order.
Notes on working in the Free Purchase Order spreadsheet template
The line total is quantity times rate, and the figure at the foot is an order total rather than an amount due.
There is no tax line, because tax is settled on the invoice the supplier raises against this order.
There are no payment terms and no due date - a purchase order commits you to buy at a price, not to pay on a date.
Both header blocks are sample text: your business in Ordered By, the supplier opposite.
The dropdown beside the title relabels the rate and total columns. It changes the label and nothing else.
How the Purchase Order template works
A purchase order runs the opposite way from an invoice, and the Free Purchase Order Spreadsheet Template follows that: your own business goes in the Ordered By block because the order comes from you, and the supplier goes opposite with the sales contact who will act on it. The order details carry the PO number, the date you raised it, the date you need the goods and where they should go if that is not your main address - and the required-by date is the field a supplier reads first, and the one a dispute turns on months later. The figure at the foot is an order total rather than an amount due, because a purchase order commits you to buy at a price rather than to pay on a date. There is no tax line for the same reason: tax is settled on the invoice the supplier raises.
When this template helps
01
You are ordering goods and want the terms recorded before they ship.
02
A supplier needs a written order with agreed prices on it.
03
You want something to check the delivery against when it arrives.
04
Purchasing and approval are handled by different people.
Tips to get the most out of it
A purchase order runs from the buyer, which is the opposite direction to an invoice and the thing most often got backwards.
The required-by date is the field a supplier reads first, and the one a dispute turns on months later.
The PO number is what an invoice will quote back, so a sequence that runs across suppliers is easier to trace.
Common mistakes to avoid
Putting the supplier at the top - that is the invoice layout, not the order one.
Leaving the sample PO number in place, which breaks the thread between order, delivery and bill.
Recording a list price rather than the price actually agreed.
Reading the order total as money owed. Nothing is owed until the goods arrive and are invoiced.
How to Use the Free Purchase Order Spreadsheet Template
We use Claude AI to draft each template, after a deep research. Then our team steps in. We refine the layout, stress-test every formula, fix edge cases, and polish the design until it feels like something we would actually use ourselves. The AI gets us 80% there. The last 20% is all human judgment.
Excel
Sheets
No signup
Download instantly, no email required
Formula-driven
All calculations update automatically
Dual compatible
Works in Excel and Google Sheets
Sample data included
See the template in action right away
Frequently Asked Questions
What is the difference between the free and Essentials Free Purchase Order spreadsheet template?
Free is a single-sheet starter template with sample data and a How to Use guide. Essentials ($19) is the fuller build - more capacity, more detail, and more worked out for you rather than typed. This template has no Ultimate build. What each tier holds differs by template - the comparison table on every template page lists it exactly.
Which Free Purchase Order spreadsheet template should I download?
Upgrade to Essentials if you want a dashboard with charts, more categories, larger capacity, and a more polished spreadsheet for ongoing use. The Free version is a good fit for one-off planning or trying out the layout.
Can I upgrade the Free Purchase Order spreadsheet template later?
Essentials is a one-time $19 purchase with no subscription. It typically adds a full dashboard, 30-50% more categories or rows than the Free version, and richer formulas. Most buyers upgrade after using the Free version for a few weeks and hitting its limits.
Is the FinancialAha Free Purchase Order Spreadsheet Template a Google Sheets template?
Yes. Upload the file to Drive and choose "Open with Google Sheets". Nothing needs rewriting in the Free Purchase Order Google Sheets template, and the order total recalculates exactly as it does in Excel.
Is the FinancialAha Free Purchase Order Spreadsheet Template an Excel template?
Yes. The download is a plain .xlsx, so the Free Purchase Order Excel template opens directly in Excel with no import step. There are no macros and no VBA.
Will the FinancialAha Free Purchase Order spreadsheet Excel file open in older versions of Excel?
Yes. The Free Purchase Order spreadsheet Excel workbook ships as a plain .xlsx, so it opens identically in current Excel and in builds that predate dynamic arrays.
Whose details go at the top of the Free Purchase Order spreadsheet?
Yours. A purchase order runs the opposite way from an invoice - the buyer issues it - so your business goes in the Ordered By block and the supplier goes opposite.
Why does the Free Purchase Order spreadsheet say order total rather than total due?
Because a purchase order commits you to buy at a price rather than to pay on a date. Payment becomes due when the supplier delivers and invoices for the goods.
Why is there no tax line in the Free Purchase Order spreadsheet?
Because tax is settled on the invoice the supplier raises. A purchase order that pre-empts it is guessing at somebody else's paperwork.
Is the Free Purchase Order spreadsheet template safe to download?
Yes. No macros, no sign-up, no tracking. The file is a plain .xlsx that opens directly in Excel or Google Sheets.
How do I open the Free Purchase Order spreadsheet template in Google Sheets?
Upload the .xlsx file to Google Drive, then open it with Google Sheets. All formulas and formatting will be preserved.
Can I use the Free Purchase Order spreadsheet template for commercial work?
All free templates are released under CC BY 4.0 (Creative Commons Attribution). You can use, modify, and share them freely - including for commercial purposes - as long as you credit FinancialAha.com. They are provided as-is and do not constitute financial advice.
