Purchase Order Form Template
Create authorized purchase orders with complete vendor, item, and delivery information for controlled procurement.
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What is a Purchase Order Form?
A purchase order form authorizes the acquisition of goods or services from a vendor. It specifies items, quantities, prices, and delivery terms as a binding commitment.
POs create spending control by requiring approval before purchase. They also establish terms that protect both buyer and seller in the transaction.
Proper PO documentation supports invoice matching, inventory management, and financial controls. It creates an audit trail from request through payment.
Key Features
Line Item Details
Items, quantities, and unit prices
Vendor Information
Supplier details and contact
Delivery Terms
Where and when items are needed
Payment Terms
How and when payment occurs
Budget Allocation
Cost center for expense
Approval Workflow
Authorization before commitment
Why Use This Template?
Spending Control
Approval before purchase prevents overrun
Clear Terms
Documented agreement with vendor
Invoice Matching
PO enables accurate payment processing
Audit Compliance
Complete procurement documentation
What's Included in This Template
Vendor Name
textIdentify the supplier
Item Description
textareaWhat is being purchased
Quantity
numberHow many units
Unit Price
numberPrice per unit
Total Amount
numberTotal purchase value
Delivery Date
dateWhen items are needed
Delivery Address
textareaWhere to ship
Budget Code
selectCost center allocation
Perfect For
Office Supplies
Regular supplies and consumables
Equipment Purchases
Computers, furniture, machinery
Service Contracts
Professional services and contractors
Raw Materials
Manufacturing inputs and inventory
Frequently Asked Questions
What approval thresholds should I set?
Example: Under $500 manager, $500-$5000 director, over $5000 VP/Finance. Adjust based on organization size and risk tolerance.
Are POs legally binding?
Yes, POs create binding contracts when accepted by vendor. Include all material terms. Terms on PO typically govern transaction.
How do I handle change orders?
Create change order referencing original PO. Document what changed and why. Require approval for scope or price changes.
When are POs not required?
Set threshold for small purchases. Credit card purchases may be exempt. Standing orders for recurring items. Document exceptions in policy.
How do I match POs to invoices?
Three-way match: PO, receiving report, invoice. Verify quantities and prices match. Flag discrepancies for resolution before payment.
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