What to put on a purchase order
- PO number, so the supplier's invoice can be matched to it
- Your business and the supplier's name and contact
- Delivery address, date and any site instructions
- Each item with quantity, unit and agreed price
- The job it's for, so materials get billed to the right customer
Why contractors use purchase orders
A PO locks in the price you were quoted and gives the yard a written list, so fewer wrong deliveries and fewer surprise invoices. Matching each supplier invoice to a PO number also shows you, job by job, whether materials came in under what you charged.
From quote to purchase order
If the job started in a CanaryQuote calculator, the material lines are already here. Switch to Purchase order with the tabs at the top, set your supplier's prices, and remove labor lines before you send it.
Questions
Is a purchase order a contract?
Once the supplier accepts it, a PO generally forms an agreement on the items, quantities and prices listed. Check your supplier's terms for returns and cancellations.
What's the difference between a purchase order and an invoice?
You send a purchase order to a supplier to order materials. The supplier sends you an invoice to bill for them.
Can I make a purchase order in Excel?
Yes. Fill it in above, then choose Download and the Excel or Google Sheets option.