Free contractor purchase order template
Prepare a blank order form for your supplier. Print it to list materials, quantities, agreed prices, and delivery instructions by hand.
Prepare your blank purchase order
Add your business details and logo, set item rows, and choose pricing columns, notes, terms, and a signature line. The vendor, order details, and prices remain blank.
Use free purchase order templateNo account or email required to print. Blank paper form or browser PDF, not a fillable PDF. Printed output may include a Cinderblock Free Tools footer.
| # | Item | Qty | Price | Amount |
|---|---|---|---|---|
| 1 | ||||
| 2 | ||||
| 3 | ||||
| 4 |
How to use the purchase order template
Choose room for the order
Keep quantity and price columns visible. Leave the note area for a job reference, delivery address, and site contact.
Write and confirm the purchase
List precise materials and units, check agreed prices, and calculate the total. Send the supplier a readable copy and ask for confirmation.
Check the arriving materials
Compare the delivery with your retained purchase order. Record missing, damaged, or substituted items and contact the supplier about discrepancies.
Give the supplier an order they can fill accurately
A contractor purchase order creates a record of what you asked a supplier to provide. It’s useful when similar materials are going to different jobs, someone else receives the delivery, or a later invoice needs checking against the agreed price.
Match the supplier’s units
Write the supplier name and branch handling the order, purchase order number, and date. Identify the job in the note area. For each material, include the product code when available, size, finish, and packaging.
Write “6 cartons” if the supplier sells by carton. Don’t enter a square-foot quantity alongside a carton price. Multiply the ordered quantity by the price for that same unit, then calculate the total. Record any agreed delivery charge or other applicable adjustment clearly rather than leaving it out of the expected amount.
Write where and when the order should arrive
Use the expected-date field for the requested delivery date. In the note space, write the delivery address, site contact, and unloading instructions. Ask the supplier to confirm availability and timing; writing a date on the form doesn’t reserve stock.
Example: order lumber for one deck job
In this fictional order, Sample Decks requests 6 boards at $24 each, for $144, and 2 boxes of fasteners at $18 each, for $36. The order total is $180, with no other charges in this example. Prices and quantities are illustrative, not a materials specification.
The board line includes the selected size, length, and supplier product code. The fastener line names the exact product and box size. The note reads: “Example deck job; deliver to the address below. Contact the crew lead before unloading. Confirm availability before substituting materials.”
Keep a copy of this order in the job folder. If the supplier can only send four boards now, record that response and confirm what happens to the remaining two before planning the work around the shipment.
Check the delivery against the retained copy
Give the person receiving materials a copy of the current order. Compare labels and actual quantities with each line. Six boards ordered and four received is a shortage even if the delivery note says the shipment is complete.
Record what arrived, the delivery date, and any discrepancy. Keep the delivery paperwork with the purchase order, and contact the supplier about missing items, damage, or substitutions. Agree the next step before treating the order as complete.
When the supplier invoice arrives, check quantities and prices against both the order and your receiving record. A purchase order doesn’t prove that everything was delivered or paid for.
Keep revisions clear
Confirm the supplier received your completed form. If you change a quantity or finish, label the revised copy and identify which earlier version it replaces. Avoid sending two unmarked orders that could both be filled. Follow up using the purchase order number.
Use the purchase order generator if you want to type the order and calculate line amounts online. Use the printable template when the purchasing conversation or receiving check is happening on paper.
Connect supplier purchases with the job
A paper purchase order makes the requested materials explicit. Keeping quotes, deliveries, and supplier paperwork matched to several jobs still takes organization.
On Cinderblock’s Build plan, purchase orders can be associated with jobs and vendors. Job costing brings relevant purchase-order and other costs into the job record.
| Capability | Purchase order template | Purchase order generator | Cinderblock |
|---|---|---|---|
| List materials and quantities | Write on the blank form | Enter items online | Create purchase orders |
| Agreed prices and totals | Check and calculate by hand | Calculate entered line amounts | Purchase orders with job records |
| Supplier identity | Write the vendor information | Enter vendor details | Associate purchase orders with vendors |
| Check a delivery | Compare goods with your paper copy | Compare goods with the exported copy | Keep the purchase order with the job |
| Connect purchase costs to a job | Maintain a separate job record | Standalone browser-local document | Purchase orders and job costing on Build |
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