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Purchase Order Form

Raise an internal purchase order with the supplier, the cost centre, and the approver captured before anyone commits the money.

Purchase Order Form

Raise an internal purchase order with the supplier, the cost centre, and the approver captured before anyone commits the money.

Supplier

What you are buying

Approval

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Use this template

Opens in the builder. Nothing is saved until you edit it.

Fields
15 questions
Theme
Royal, switchable in the preview
Updated
11 August 2026

Categories

  • Finance
  • Finance Forms
  • Request Forms
  • Internal Forms

Ideal for

  • Finance teams
  • Operations
  • Office managers
  • Procurement

Best used in

  • Internal purchasing
  • Budget control
  • Supplier onboarding

About this template

Internal purchasing goes wrong at the point where somebody commits money without a budget code or an approver attached. Making the cost centre and the approving manager required means finance can reconcile the spend later without an archaeology exercise through messages.

The question about whether we have bought from this supplier before is a small field that prevents a real cost: duplicate supplier records, duplicate onboarding, and duplicate payment details to verify. An honest I do not know is more useful here than a guess.

Asking whether the purchase is one off or recurring is what stops a monthly subscription being approved as if it were a single invoice. Add a conditional rule so anything over your threshold requires a second approver, and keep the quote upload optional for small amounts.

Templates are a starting point, not legal or professional advice. Where a form carries consent, medical, or contractual wording, have somebody qualified review it against the rules that apply to you before you publish.

Fields in this template

  • Your name*Short text
  • Work email*Email
  • Department*Dropdown
  • Cost centre or budget code*Short text
  • Supplier name*Short text
  • Supplier contact emailEmail
  • Have we bought from them before?*Single choice
  • Items and quantities*Long text
  • Total cost*Number
  • Currency*Dropdown
  • Is this a one off or recurring?*Single choice
  • Why do we need this?*Long text
  • Supplier quoteFile upload
  • Needed by*Date
  • Approving manager*Short text

Every field can be renamed, reordered, made optional, or removed once the template is open in the builder.

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