Purchase Order invoice template
Purchase Order invoice template is used by vendors to bill buyers who have issued a purchase order (PO). The invoice should reference the PO number and match quantities, prices, and terms so the buyer can perform two-way (PO vs invoice) or three-way (PO, invoice, receiving report) matching before payment. Matching reduces overpayments, duplicates, and fraud.
Purchase Order invoice template Sample
Purchase Order invoice template
123 Business Street, City, Country
Phone: (123) 456-7890
Email: contact@company.com
Purchase Order invoice template
Bill To:
Client Name
Client Address
Client City, Country
Phone: (987) 654-3210
Email: client@example.com
Invoice #: 12345
Date: 2024-10-10
Due Date: 2024-11-10
| Item | Description | Qty | Price | Total |
|---|---|---|---|---|
| Service A | Itemized service or product | 1 | $100.00 | $100.00 |
| Service B | Additional line item | 2 | $50.00 | $100.00 |
| Subtotal | $200.00 | |||
| Tax (10%) | $20.00 | |||
| Total Due | $220.00 | |||
An invoice should include your business or name, the customer’s details, the date and invoice number, and a line-by-line breakdown of what was provided. Including payment terms—such as due on receipt, Net 15, or Net 30—helps you get paid on time and keeps records clear for taxes.
Supporting resources
| Resource | Type | Description |
|---|---|---|
| Three-way match | Industry guide | AP process comparing PO, receiving report, and vendor invoice; quantities and prices must align before payment is approved. |
| PO invoice requirements | Checklist | PO number, line items with PO line numbers if used, quantities and unit prices matching the PO, invoice number, date, and payment terms. |
| Two-way vs three-way matching | Benchmark | Two-way: PO + invoice only. Three-way adds receiving confirmation; preferred for inventory and high-value purchases to verify receipt. |
Frequently Asked Questions
- What must match between a PO and an invoice?
- PO number, item descriptions, quantities, unit prices, and (if applicable) delivery or project references so the buyer can approve payment without discrepancies.
- What is three-way matching?
- The buyer compares the purchase order, the receiving report (proof of delivery), and the vendor invoice. All three must agree before payment to prevent overpayment or fraud.
- Should the invoice always reference the PO number?
- Yes; referencing the PO number (and line numbers if the buyer uses them) speeds approval and ensures the invoice is matched to the right order.