Free Purchase Order Template for Builders
Builders juggle multiple suppliers across every project phase. Purchase orders keep material procurement organised, reduce costly mis-deliveries, and give you a clear audit trail for every job.
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What goes on a builder's purchase order to merchants?
A builder issues a purchase order to merchants to authorise materials and site equipment before they are delivered. List each material with the quantity, pack or pallet size, and the agreed trade price, plus the site it is going to. The PO gives the merchant an approved order, and the delivery note and invoice reference its number.
Typical line items
- Bricks, blocks, and aggregates (by pallet)
- Timber by section and length
- Roofing and membrane materials
- Fixings and fastenings
- Hire or purchase of site equipment
- Site or job reference
- Agreed trade price per unit
- Delivery date and access notes
How the work is charged
Building materials are priced per unit, per pack, or per pallet at agreed trade rates, with equipment hire charged per day or week. The purchase order records the figures so each delivery can be matched against approved costs.
Payment terms and deposits
Merchant accounts commonly run net 30 from end of month. The order authorises spend up to its total, and the supplier should quote the PO number so deliveries reconcile against the right site.
Tax and compliance
If sales tax or VAT applies, list it separately with the registration number. Construction supplies are taxed differently in some places, including reduced rates on certain work, so confirm what applies to the order.
Frequently asked questions
How do builders use purchase orders on site?
POs are raised before materials are ordered, matched against delivery notes when goods arrive, and used to verify supplier invoices before payment.
Should I issue a separate PO for each project?
Yes. Using a PO reference per project or per site makes it easy to track costs, allocate expenses correctly, and reconcile supplier invoices against specific jobs.
What if delivered materials differ from my PO?
Note any discrepancies on the delivery note, photograph the issue, and contact your supplier immediately. The original PO is your proof of what was agreed.
Related purchase order templates
Read the complete purchase order guide to see what a purchase order needs and how it leads to an invoice.
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