Purchase Order Templates

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Purchase Order Template UK

Sample Purchase Order Template

Purchase Order Format
Purchase Order Format
Free PO
Free PO
Digital Purchase Order
Digital Purchase Order
Free PO Format
Free PO
Free Purchase Order Template
Free Purchase Order Template
Purchase Order Template UK
Purchase Order Template UK
Create purchase order
Create purchase order
Format of purchase order
Format of purchase order
PO maker
PO maker
Free purchase Order Format
Free purchase Order Format
Purchase order template free
Purchase order template free
UK Free purchase order template
UK Free purchase order template
Create Your Purchase Order - Fast, Free, ProfessionalCreate Purchase Order

Use This Form to Create and Send Your Purchase Order Now

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Purchase Order Details
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Design & Share (optional)
Purchase Order Form GB
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Purchase Order Details
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Design & Share (optional)

PO Maker for UK Businesses

Create purchase order using template
Easy to Create Purchase OrderCreate, manage & track purchase orders with PO template hassle-free.
Premium Invoice Templates
Purchase Order TemplateBuild your brand using professional purchase order templates and colors by adding the company logo and customizing it as per the needs.
Email & track purchase order
Email & Track POSend purchase order via email, share or download and can also print with our online purchase order format.
Customization of Columns
Customize Purchase OrderEasy to customize purchase order by adding the columns and fields similar you can also hide if not required.
Insights & Reports
Keep RecordsManage all purchase orders in one place with detailed information of your customer in an online purchase order template.
Convert purchase order to expense
Convert to ExpenseOne-click conversion to expense using already created PO. no need of creating expenses from the scratch.
Access From Anywhere
Easy Access & SecureEasy to use online purchase orders from mobile and desktop. Get email alerts in real-time with an SSL secured network.
Live Chat Support
Live SupportWe are always available to support you via email and live chat.
Create Purchase Order

Frequently Asked Questions (FAQ)

Use Refrens’ free purchase order template. Add supplier details, item list, pricing, and VAT. Then create a purchase order and download the PDF instantly.

The format of purchase order includes buyer and supplier info, PO number, items with quantity and price, VAT, total amount, and delivery terms.

The buyer or purchasing team creates the purchase order and sends it to the supplier to confirm the transaction.

Yes, you can create one in Excel, but it’s basic and manual. Refrens offers a smarter purchase order template with VAT support, auto-calculations, and instant PDF download.

Skip manual formats. Use Refrens’ purchase order generator to build your own digital purchase order template online.

The buyer pays the amount on the purchase order after delivery, based on the terms agreed with the supplier.

Yes. You can track all your online purchase orders from the purchase order dashboard.

Yes. Your data is stored securely with encryption and cloud protection. We are ISO/IEC 27001:2022 certified. Your data stays private and safely stored on the cloud.

Free Purchase Order Template for UK Businesses

How to Generate a Purchase Order?

There’s more than one way to create a purchase order but not all of them are quick, flexible or reliable.

Here's a look at the most common options:

1. Word

You can build a purchase order in Word by manually adding headings, item rows, and totals. But you’ll spend time adjusting the format every single time. There’s no automation, and sharing the PO means exporting and emailing it manually.

Limitations:

  • Error-prone
  • Time-consuming
  • Not ideal for repeated use
  • Looks unprofessional unless you spend time designing
  • No PO number trackin
  • No auto-calculation for totals or VAT.

2. Using Excel

Many businesses use an Excel-based purchase order template. You can add basic formulas to auto-calculate totals. But it still requires manual entry for VAT, formatting, and file saving. Revisions aren’t tracked, and sharing is manual.

Limitations:

  • Easily overwritten,
  • Lacks branding,
  • Formulas break easily
  • Difficult to maintain formatting,
  • Not built for VAT or multi-currency,
  • No supplier database or autofill,
  • Errors go unnoticed without checks.

3. As a Fillable PDF

Some businesses use static or fillable PDFs to generate POs. These offer fixed formats with limited flexibility. You can enter data and save the file but can't track status or reuse the layout easily.

Limitations:

  • Fixed layout
  • Can’t customise easily
  • No live calculations
  • Can’t save supplier or item info
  • Not reusable for repeat POs
  • No option to convert into invoice

4. Use Refrens’ Free Purchase Order Template

Creating a proforma invoice shouldn't take more than a few clicks. Use Refrens’ ready-to-go purchase order template designed for UK businesses. Here’s how Refrens makes it effortless:

Smart Proforma Invoice Template: Start with a clean, ready-made layout. Add your business details, client info, and items, no formatting needed.

Automatic Tax Calculations: Just select the VAT rate. Refrens handles the maths. No formulas. No mistakes.

Custom Fields & Columns: Add delivery dates, payment terms, or any custom field your business needs. Hide what you don’t use.

One-Click Conversion to Invoice: Once approved, turn your proforma into a tax invoice instantly. No re-entry, no rework.

Branding That Looks Professional: Add your logo, choose font styles, and set your colours. No Refrens watermark on the client copy.

Download or Email Instantly: Export as a PDF, email it, or share via WhatsApp directly from your dashboard.

Save & Reuse: Duplicate a previous proforma in one click. Reuse client and item info without starting from scratch.

Mobile Friendly: Create, send, or edit proformas even when you’re not at your desk.

Skip Excel and Word. Use Refrens to send proforma invoices that look good, calculate right, and take half the time.

Create Purchase Order

How Purchase Order Form Works?

Every business purchase begins with a decision but it only moves forward when there’s clarity on both sides. That’s exactly what a purchase order form is built for.

Instead of verbal promises or email threads, the purchase order lays it all out what you’re buying, how many, how much, when it needs to arrive, and how you’re going to pay for it. It acts like an official handshake on paper initiated by the buyer and approved by the seller.

Say you’ve found a vendor you trust. Before they ship anything, you send them a PO detailing your requirements. This includes quantities, pricing, expected delivery dates, and payment terms. Once they confirm, the PO becomes more than just a form it becomes a legal agreement.

From there, the supplier gets to work. They might send you a proforma invoice a detailed preview of what’s being sent and what you’ll owe. In some cases, it’s also a signal for an advance payment. You, the buyer, check it once more product, quantity, rate and give the go-ahead.

The final delivery includes the goods and the tax invoice. You receive the items, confirm everything's in order, and clear the payment as per the agreed terms.

A well-handled PO process keeps everyone accountable. It removes the guesswork and sets the tone for a smooth business relationship right from the start.

Here you get to know not just about the role of purchase orders but also the role of creating quotations, proforma invoices and invoices.

Is a Purchase Order Legally Binding?

Yes, a purchase order becomes legally binding once the seller accepts it. Until then, it’s simply an offer to buy goods or services. Once accepted, the purchase order acts as a formal agreement between buyer and seller. It defines what’s being bought, the price, the quantity, and the delivery terms. Any breach of these terms can lead to legal consequences.

Is a Purchase Order a Contract?

A purchase order is not a contract on its own. But once accepted by the supplier, it becomes a legally enforceable contract. It confirms the buyer’s intent and locks in the seller’s responsibility to deliver as agreed. Think of it as a contract in action: clear, binding, and written proof of a business transaction.

Create Purchase Order

Why Refrens Is Better Than Outdated Purchase Order Templates?

If you're still using Word, Excel, or PDF files to create purchase orders, you're doing extra work. Every edit is manual. Every total needs double-checking. There’s no tracking, no automation, and no easy way to share or approve.

Refrens gives you a better way.

You can create a professional purchase order in seconds. No formatting. No formulas. Just fill in the details, and the layout adjusts itself. Totals calculate automatically. You can customise everything from columns and fields to font, branding, and VAT settings.

When you’re done, share the PO in one click. Email it, send it over WhatsApp, or generate a shareable link. You’ll know exactly when the vendor views it. Want to send it later? Schedule it in advance.

Approvals are instant. Your vendor can approve the purchase order directly from the email no login, no follow-ups. Every change is tracked, so you always know who edited what, and when.

Once it’s approved, convert it to an expense or an invoice in a single click. Your ledgers, vouchers, and records get updated automatically.

If you are working with a team, add members and assign roles. Give the right access to the right people without losing control.

Instead of patching together templates, you get a proper purchase order generator. It’s a complete system that replaces outdated tools with a faster, cleaner, and more reliable way to manage POs.

What are the other tools provided by the Refrens other than Purchase Order Template?

Refrens provides almost all the tools which are essential for small businesses, consultants, and agencies to run their businesses seamlessly. Tools that include accounting software, invoice generator, proforma invoice templates, delivery note template, online invoicing software, estimate & quotation generator and expense management software.

Countries Supported

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