Sales Template
Free Purchase Order Template
A purchase order formally authorises a purchase at agreed terms and pricing.
Template
Copy this markdown, replace the {{variables}}, and send via API.
# Purchase Order
**PO Number:** {{poNumber}}
**Buyer:** {{buyerName}}
**Supplier:** {{supplierName}}
**Date:** {{date}}
## Items
{{itemList}}
## Total: {{totalAmount}}
## Delivery
Deliver to: {{deliveryAddress}}
Required by: {{deliveryDate}}
## Payment Terms
{{paymentTerms}}
## Special Instructions
{{instructions}}Send for e-signature
curl -X POST https://signb.ee/api/send \
-H "Authorization: Bearer YOUR_API_KEY" \
-H "Content-Type: application/json" \
-d '{
"content": "YOUR_RENDERED_MARKDOWN",
"senderName": "Your Name",
"senderEmail": "you@company.com",
"recipientName": "Recipient",
"recipientEmail": "recipient@email.com"
}'What happens next
- Signbee converts the markdown to a professional PDF
- Recipient gets an email with a signing link
- Both parties sign with an animated handwriting signature
- Both receive the signed PDF with a SHA-256 certificate
All signatures are legally binding under the ESIGN Act, eIDAS, and ECA.
More details
A purchase order (PO) is one of the most common business documents — and one of the most misunderstood. It's not just an order form; it's a legally binding offer to buy goods or services at specified terms. When the supplier accepts the PO (explicitly or by fulfilling the order), a contract is formed.
The PO lifecycle: 1. Requisition — Internal request for goods or services (not sent to the supplier). 2. Purchase order — Formal offer sent to the supplier specifying items, quantities, prices, and delivery terms. 3. Acknowledgement — Supplier confirms receipt and acceptance of the PO. This step is critical — without it, the supplier hasn't agreed to your terms. 4. Fulfilment — Supplier delivers goods or performs services per the PO terms. 5. Invoice — Supplier sends an invoice referencing the PO number. 6. Payment — Buyer pays per the agreed terms (Net 30, Net 60, etc.). 7. Three-way match — Accounting verifies that the PO, delivery receipt, and invoice all match before releasing payment.
Why PO numbers matter: Every PO should have a unique sequential number. This number is referenced on the delivery note, invoice, and payment — creating an auditable chain from order to payment. Without PO numbers, tracking spend, preventing duplicate payments, and auditing procurement is nearly impossible.
PO terms that protect the buyer: 1. Delivery date — 'ASAP' is not a delivery term. Specify the exact date and consequences for late delivery (penalties, right to cancel). 2. Quality specifications — Reference industry standards, your own specifications document, or sample approvals. 3. Inspection rights — The right to inspect goods upon delivery and reject non-conforming items within a specified period. 4. Price lock — The PO price is fixed regardless of supplier cost increases during the fulfilment period. 5. Payment terms — Net 30 is standard, but negotiate based on your cash flow needs. Early payment discounts (2/10 Net 30) can save significant money at scale. 6. Cancellation — The buyer's right to cancel before fulfilment, with or without a restocking fee.
Blanket POs: For recurring purchases from the same supplier, a blanket PO covers all orders for a defined period (e.g., quarterly). Individual releases against the blanket PO specify quantities and delivery dates without issuing new POs each time.
Frequently asked questions
Is a purchase order legally binding?
A PO becomes legally binding when the supplier accepts it — either explicitly (written acknowledgement) or implicitly (by fulfilling the order). The PO is the buyer's offer; acceptance by the supplier creates a contract. Always get written acknowledgement for important orders.
What is a three-way match in procurement?
A three-way match verifies that the purchase order, delivery receipt (goods received note), and supplier invoice all match in quantity, price, and terms before payment is released. This prevents overpayment, duplicate payments, and payment for undelivered goods.
Can purchase orders be signed electronically?
Yes. Purchase orders are valid with electronic signatures under ESIGN (US), eIDAS (EU), and ECA (UK). E-signing accelerates procurement — issue a PO and get supplier acknowledgement in minutes instead of days.
Related resources
Send this template for signing — free, no credit card.