Invoice and billing document template
Purchase order template
A purchase order with the same automatic VAT and total calculation as the invoice, a named buyer contact, and a delivery address separate from the supplier's own. Copy the field reference, download the Excel workbook, or send a personalized order to every supplier on your list at once.
E-invoicing notice
A spreadsheet or PDF invoice generated here is not a structured e-invoice. Germany, Italy, Poland, France, and Spain each require, or are actively phasing in, a specific electronic format (like XRechnung, FatturaPA, KSeF, Factur-X, or Verifactu) delivered through a government platform or accredited network, not an emailed spreadsheet or PDF. Check whether your country's mandate already applies to your business before relying on this template for a sale that has to be reported that way.
A purchase order is the buyer's formal record of what they are ordering: from which supplier, what line items, at what price, and where it should be delivered, with a PO number the supplier can reference on their own invoice. Procurement and operations teams issue one before goods or services are provided, not after.
A business ordering from several suppliers in a period, or restocking the same items regularly, ends up filling in near-identical purchase orders one at a time. Upload this workbook as an Excel template to MailMergic, upload a spreadsheet with one row per order, and generate one personalized, correctly totaled purchase order per row.
What is inside the Excel download
More than a plain spreadsheet an AI chat can improvise: a complete, formula-driven workbook built for billing and shipping teams who use it for real.
- The same five-line VAT, net, and gross formula layer as the invoice, so an order total is calculated, not typed in by hand.
- A Buyer contact field and a Deliver to address kept separate from the supplier's own address, since goods do not always ship to your billing address.
- A PO number field the supplier can quote back on their own invoice, so the two documents stay linked.
- Native @token merge fields already wired for issuing orders to a whole list of suppliers or a recurring restock run.
Field reference
Copy the plain field list below, or download the formatted Excel workbook with the formulas and layout built in.
PURCHASE ORDER - FIELD REFERENCE Spreadsheet columns, not letter prose: every @token below is bound to a cell in the workbook, listed in the order it reads down the page. Your own business details (name, address, VAT ID, bank details) are typed directly into the template and are not @tokens, so they are not listed here. DOCUMENT DETAILS @po_number PO-RN-2026-0037 @document_date August 12, 2026 @delivery_date September 2, 2026 @buyer_contact Priya Ellison, Purchasing Manager @currency EUR SUPPLIER @supplier_name Kingfisher Packaging Supplies Ltd @supplier_address 9 Foundry Road, Cardiff BS3 4EX, United Kingdom @supplier_vat_id GB159753486 DELIVER TO @delivery_address 22 Harbourside Quay, Cardiff CF10 4GA, United Kingdom LINE ITEMS (Description / Qty / Unit price; VAT, Net, and Gross calculate automatically) @item1_desc Recycled mailing boxes @item1_qty 15 @item1_price 42.00 @item2_desc Branded tissue paper @item2_qty 8 @item2_price 18.50 @item3_desc Kraft paper void fill @item3_qty 6 @item3_price 12.00 @item4_desc Branded packing tape (48mm) @item4_qty 24 @item4_price 3.75 @item5_desc Fragile stickers (roll of 500) @item5_qty 4 @item5_price 9.20 PAYMENT @payment_terms 30 days net @notes Thank you for your business.
Merge fields: one spreadsheet column each
Filled per document row in a bulk run, straight from your billing spreadsheet.
@po_numberPO-RN-2026-0037@document_dateAugust 12, 2026@delivery_dateSeptember 2, 2026@buyer_contactPriya Ellison, Purchasing Manager@currencyEUR@supplier_nameKingfisher Packaging Supplies Ltd@supplier_address9 Foundry Road, Cardiff BS3 4EX, United Kingdom@supplier_vat_idGB159753486@delivery_address22 Harbourside Quay, Cardiff CF10 4GA, United Kingdom@item1_descRecycled mailing boxes@item1_qty15@item1_price42.00@item2_descBranded tissue paper@item2_qty8@item2_price18.50@item3_descKraft paper void fill@item3_qty6@item3_price12.00@item4_descBranded packing tape (48mm)@item4_qty24@item4_price3.75@item5_descFragile stickers (roll of 500)@item5_qty4@item5_price9.20@payment_terms30 days net@notesThank you for your business.Before you send this order
- 1.Confirm the PO number is unique and not already assigned to another open order.
- 2.Check the delivery address is correct, especially for a shipment going to a site other than your main billing address.
- 3.Verify supplier pricing and quantities against the agreed quote before the order goes out.
- 4.Confirm payment terms match what was negotiated with the supplier, not your default.
- 5.Keep a copy of every issued PO so it can be matched against the supplier's invoice on receipt.
When to use this template
Procurement teams
Issue orders to several suppliers in one run, each with the correct items, pricing, and delivery address.
Recurring restocking
Reorder the same line items from the same suppliers on a schedule without rebuilding the order from scratch.
Multi-site operations
Route each purchase order to the right delivery address automatically as you fill in your spreadsheet.
Generate it for your whole list at once
One document, one spreadsheet, one personalized, correctly totaled copy per row. That is what MailMergic is for.
Upload the workbook template
Use the Excel download as-is, or edit it first. The @token merge fields and formulas are already in place.
Upload your billing spreadsheet
One row per document: buyer, line items, dates, whatever it needs. Excel, CSV, and Google Sheets all work.
Generate and deliver
One personalized, correctly totaled document per row. Download them all as PDFs, or email each customer with delivery and open tracking.
Purchase order FAQ
What is the difference between a purchase order and an invoice?
Is a purchase order legally binding?
Should the delivery address always match the buyer's billing address?
Can I send purchase orders to several suppliers at once?
Other invoice and billing templates
Invoice
A five-line invoice that calculates VAT, subtotal, and the total due automatically as you fill in each row.
Receipt
Confirms an amount received against an invoice, with the payment method and date.
Quotation
A priced offer with a validity date and lead time, clearly marked as not a tax invoice.
Proforma invoice
An estimated total and delivery terms a buyer can use for a deposit, an import, or a letter of credit, marked as not a VAT invoice.
Statement of account
An opening balance plus five transactions with the running balance calculated for you, ending in a closing balance to check against your records.
Credit note
Reduces a specific invoice by a stated amount and reason, calculated with the same VAT and total formula as the invoice it corrects.
Commercial invoice
The customs declaration fields an export shipment needs (HS code, incoterms, country of origin, weight), with the declared value calculated for you.
Packing list
What is inside a shipment and how it was packed, carrier and tracking included, with no prices or amounts.
Delivery note
What was delivered and a signature confirming it arrived in good condition, with no prices or amounts.
All invoice and billing templates
Browse the full set of free invoice and billing templates.
These templates and country tables are general information, not legal advice, and not tax advice. VAT and invoicing rules vary by country and change often, and several of the countries in the table are actively phasing in new e-invoicing mandates. Confirm the current requirements for your jurisdiction, or consult a tax advisor or accountant, before relying on them for a real invoice.