Document guides / Purchase order
The purchase order: buy materials on paper.
A purchase order is what you send a supplier or sub to order goods or work. It fixes the items, quantities and price before anything ships, so the later invoice has nothing to argue about.
When you would use a purchase order.
Ordering materials for a job
Lumber, fixtures or equipment from a supplier.
Hiring a subcontractor
Define the scope and price before they start.
Tracking job costs
Link each purchase to the job it belongs to.
Large or special orders
Anything custom or non-returnable deserves a written order.
Top to bottom, what the page shows.
This is the order a client reads it in, and the same sections AeroInvoice puts on a purchase order.
- Who and where
You as the buyer and the vendor as the seller.
- Delivery by
The date the order is needed.
- Line items
What you are ordering, with quantities and agreed prices.
- Totals
The order total, which is the headline.
- Notes and terms
Delivery address, payment terms and conditions.
- Authorization
An "Authorized by" signature so the vendor knows it is a real order.
- Number prefix
- PO
- Signed by
- Signed "Authorized by".
Tips
- Match the vendor invoice to the PO before you pay it.
- Put the job name in the notes so costs land on the right job.
How it differs from similar documents.
Good to know.
Do I need a PO for every purchase?
Make your purchase order in minutes.
Start free. It numbers itself, uses the right wording and shares your client and item details.