Billed

Purchasing Invoice Template

A purchasing invoice template for suppliers that bills against the buyer's purchase order, with the PO number, the quantity ordered and invoiced on each PO line, shipping and a sales tax rate cell, in PDF, Word and Excel

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Quick answer:A purchasing invoice is the invoice a supplier sends for goods ordered on a buyer's purchase order. The template on this page records the buyer's PO number, the delivery and its delivery note number, then lists each PO line with the quantity ordered and the quantity invoiced; the amount is the invoiced quantity times the unit price, so a partial shipment bills only what shipped. Shipping is a typed amount, and "Sales tax, if applicable" is a rate on the subtotal plus shipping. It comes as a blank one-page A4 PDF form plus Word and Excel files with a sample order.

INVOICE

Supplier

Business name:
Example Safety Supply
Address:
40 Example Depot Way, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
SS-40912
Invoice date:
Nov 16, 2026
Payment terms:
Net 30
Due date:
Dec 16, 2026
Buyer's PO no.:
PO-77125

Bill to (buyer)

Company:
Example Construction Group
Attention:
Accounts payable
Address:
5 Sample Builders Way, Sampletown
Email:
[Email]

Delivery

Delivered to:
Site office, 2 Sample Yard Road, Sampletown
Delivery date:
Nov 14, 2026
Delivery note no.:
[Delivery note no.]

Purchase order lines

  • Description: Nitrile gloves, box of 100Amount: 500.00
    PO line:
    1
    Qty ordered:
    40
    Qty invoiced:
    40
    Unit price:
    12.50
  • Description: Hi-vis vests, size LAmount: 393.75
    PO line:
    2
    Qty ordered:
    60
    Qty invoiced:
    45
    Unit price:
    8.75
  • Description: Hard hats, whiteAmount: 426.00
    PO line:
    3
    Qty ordered:
    30
    Qty invoiced:
    30
    Unit price:
    14.20
  • Description: Foam ear plugs, box of 200Amount: 280.00
    PO line:
    4
    Qty ordered:
    10
    Qty invoiced:
    10
    Unit price:
    28.00
Subtotal
1,599.75
Shipping
35.00
Sales tax, if applicable (0%)
0.00
Amount due
1,634.75

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice SS-40912 and PO-77125

Notes

  • Line 2: 45 of the 60 ordered shipped; the other 15 will be invoiced when they ship.
  • Please match this invoice to PO-77125 and the delivery note.

Please quote the invoice and PO numbers with your payment.

Purchase order invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

"Buyer's PO no." in the invoice details, beside your invoice number, invoice date, payment terms and due date
Delivery block for where and when the goods arrived, with the delivery note number
PO lines with "Qty ordered" and "Qty invoiced" side by side, so a partial shipment bills only what shipped
Line amounts calculated from the invoiced quantity and unit price
Shipping as a typed amount and a "Sales tax, if applicable" rate cell, then the amount due
Payment reference that quotes both the invoice and PO numbers
Blank one-page A4 PDF, plus Word and Excel files with a sample order; the Excel file calculates the totals

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty invoiced" × "Unit price". The subtotal, tax and amount due are formulas too. The tax rate sits in its own cell, so you can change it.

INVOICE

Supplier

Business name:
Example Safety Supply
Address:
40 Example Depot Way, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
SS-40912
Invoice date:
Nov 16, 2026
Payment terms:
Net 30
Due date:
Dec 16, 2026
Buyer's PO no.:
PO-77125

Bill to (buyer)

Company:
Example Construction Group
Attention:
Accounts payable
Address:
5 Sample Builders Way, Sampletown
Email:
[Email]

Delivery

Delivered to:
Site office, 2 Sample Yard Road, Sampletown
Delivery date:
Nov 14, 2026
Delivery note no.:
[Delivery note no.]

Purchase order lines

  • Description: Nitrile gloves, box of 100Amount: 500.00
    PO line:
    1
    Qty ordered:
    40
    Qty invoiced:
    40
    Unit price:
    12.50
  • Description: Hi-vis vests, size LAmount: 393.75
    PO line:
    2
    Qty ordered:
    60
    Qty invoiced:
    45
    Unit price:
    8.75
  • Description: Hard hats, whiteAmount: 426.00
    PO line:
    3
    Qty ordered:
    30
    Qty invoiced:
    30
    Unit price:
    14.20
  • Description: Foam ear plugs, box of 200Amount: 280.00
    PO line:
    4
    Qty ordered:
    10
    Qty invoiced:
    10
    Unit price:
    28.00
Subtotal
1,599.75
Shipping
35.00
Sales tax, if applicable (0%)
0.00
Amount due
1,634.75

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice SS-40912 and PO-77125

Notes

  • Line 2: 45 of the 60 ordered shipped; the other 15 will be invoiced when they ship.
  • Please match this invoice to PO-77125 and the delivery note.

Please quote the invoice and PO numbers with your payment.

Purchase order invoice

An invoice against a buyer's purchase order: the PO number, each PO line with the quantity ordered and the quantity invoiced, unit prices, shipping, a tax rate cell and the amount due.

A request for payment — shows the amount due

Download

What goes on a purchasing invoice

A purchasing invoice is the invoice a supplier sends for goods a buyer ordered on a purchase order (PO). It quotes the buyer's PO number and bills the PO lines that shipped, so the buyer's accounts payable team can match it to the order and the delivery. The template has these parts:

  • Supplier. Your business name, address, and phone or email.
  • Invoice details. "Invoice no.", "Invoice date", "Payment terms", "Due date" and "Buyer's PO no.".
  • Bill to (buyer). The buyer's company, an "Attention" line, the address and an email.
  • Delivery. "Delivered to", "Delivery date" and "Delivery note no.".
  • Purchase order lines. One row per PO line: "PO line", "Description", "Qty ordered", "Qty invoiced", "Unit price" and "Amount".
  • Totals. "Subtotal", "Shipping", "Sales tax, if applicable" and "Amount due".
  • How to pay. Accepted methods, account name, bank details and a payment reference, as placeholders for your own details.
  • Notes. What didn't ship yet, and a request to match the invoice to the PO and the delivery note.

The sample

The sample is Example Safety Supply billing Example Construction Group for safety gear ordered on PO-77125 and delivered to a site office on Nov 14, 2026:

  • Line 1: nitrile gloves, 40 ordered and 40 invoiced at 12.50 = 500.00.
  • Line 2: hi-vis vests, 60 ordered and 45 invoiced at 8.75 = 393.75.
  • Line 3: hard hats, 30 ordered and 30 invoiced at 14.20 = 426.00.
  • Line 4: foam ear plugs, 10 ordered and 10 invoiced at 28.00 = 280.00.

The subtotal is 1,599.75. Shipping is 35.00 and sales tax is 0% in the sample, so the Amount due is 1,634.75. The invoice is dated Nov 16, 2026 on "Net 30" terms, so it's due Dec 16, 2026. The prices and terms only show how the form works; use your own.

Quantity ordered and quantity invoiced

Each row repeats a line from the buyer's purchase order. "Qty ordered" is the quantity on the PO, and "Qty invoiced" is the quantity you're billing on this invoice. The amount is Qty invoiced × Unit price; the ordered quantity is there for reference, so the buyer can see at a glance whether a line is complete.

Keep the PO's own line numbers in "PO line" and its descriptions in "Description", so each row matches the order the buyer issued.

Invoicing a partial shipment

If part of a line hasn't shipped, bill only what shipped. In the sample, 45 of the 60 vests shipped, so line 2 bills 45, and the notes say "Line 2: 45 of the 60 ordered shipped; the other 15 will be invoiced when they ship."

When the rest ships, send a new invoice with its own invoice number and the same PO number, billing the remaining 15 on line 2. The second note asks the buyer to "match this invoice to PO-77125 and the delivery note", and "Delivery note no." gives them the document to check against.

The PO number on the invoice

"Buyer's PO no." sits in the invoice details, next to your invoice number and dates. The sample also puts both numbers in the payment reference, "Invoice SS-40912 and PO-77125", and the footnote says "Please quote the invoice and PO numbers with your payment." If the buyer's purchase order asks you to bill it in a particular way, such as one invoice per delivery, follow that.

Shipping and sales tax

  • Shipping is a typed amount, 35.00 in the sample. If you don't charge for shipping, set it to 0.00; the line stays on the invoice and shows 0.00.
  • Sales tax, if applicable is the subtotal plus shipping times the rate in its own cell, 0% in the sample. That's how the file is built, not a statement about what is taxable. Whether sales tax applies to the goods or to shipping depends on where the sale takes place, so check with the tax agency there and change the rate or the formula to match. At 0%, the line stays on the invoice and shows 0.00.

Filling in the figures

In the Excel file, each line amount is Qty invoiced × Unit price, rounded to the cent. The subtotal adds up the lines, the sales tax is the subtotal plus shipping times the rate in its own cell, rounded to the cent, and the amount due adds the subtotal, shipping and sales tax. Shipping is typed. The PO lines section has two blank rows at the end, and the subtotal already includes them. For more lines, insert rows above the last blank row, copy the amount formula into them, and check that the subtotal covers them.

In the Word file, the amounts are typed, not calculated, so retype them when you change a figure. The PDF is a one-page blank form to fill in by hand, with a blank for the tax rate. It's sized for A4 paper, so if you print on US Letter, check the scaling setting in your print dialog. We haven't tested the files in Excel, Word or on a printer.

How it differs from a pro forma invoice

  • The pro forma invoice goes to the buyer before the goods ship. It isn't a demand for payment: it has a "Valid through" date instead of a due date, approximate shipping, and ends on a "Pro forma total".
  • This purchasing invoice comes after delivery. It bills the PO lines that shipped, with a due date and an amount due.
  • For a long list of products without a purchase order, the itemized invoice has numbered lines with a SKU, a per-line discount entered as its own line, shipping and a sales tax rate cell.

Purchase order, delivery, invoice

  • The order: the buyer sends you a purchase order. If you're the buyer, start with the purchase order template.
  • The delivery: a delivery note goes with the goods, and its number goes in "Delivery note no." on the invoice.
  • The invoice: bill the lines that shipped with this template, quoting the PO number.

In Billed you can save your products and services and pull them into invoices, accept card and PayPal payments on your invoices, record offline payments such as checks, and send automated payment reminders. See invoicing software and accepting payments.

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What's included in this invoice template

Part What it holds
Invoice details Invoice no., dates, terms, buyer's PO no.
Delivery Delivered to, date, delivery note no.
PO lines Qty ordered, qty invoiced, unit price
Totals Subtotal, shipping, tax, amount due

When this isn't for you

If the goods haven't shipped and you want the buyer to approve prices first, use the pro forma invoice; it isn't a demand for payment. If you're the buyer placing an order, use the purchase order template instead.

How To Send Invoices With Billed

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3

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Frequently Asked Questions

Common questions about this invoice template.

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