Free Purchase Order Template for Creative Agencies
Creative agencies engage a fluid network of freelancers and specialist vendors. Purchase orders formalise each engagement, protect both parties on scope and fees, and make client billing transparent.
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What should a creative agency put on a purchase order?
A creative agency issues a purchase order to freelancers, studios, and print suppliers to authorise work on a project before it begins. List each service or job, the deliverable, the agreed fee or unit price, and the project it belongs to. The PO gives the supplier an approved commitment, and the invoice that follows references its number.
Typical line items
- Freelance service and number of days
- Production work (video, audio, design)
- Print runs by spec and quantity
- Project or campaign code
- Deliverable and due date
- Agreed fee or unit price
- Usage or licensing terms
- Supplier contact and address
How the work is charged
Agency suppliers are priced by day rate, by project fee, or per unit for print and merchandise. The purchase order records each agreed figure so the freelancer's or supplier's invoice can be matched to approved costs.
Payment terms and deposits
Supplier terms often run net 30, though freelancers may agree shorter. The PO authorises spend up to its total, and the supplier should reference the PO number on the invoice.
Tax and compliance
Where sales tax or VAT applies, show it as a separate line with the supplier's registration number. Treatment of services, licensing, and physical print can differ, so confirm what applies to each line.
Frequently asked questions
Should a creative agency issue a PO for every freelancer?
For any freelance engagement above a few hundred euros, a PO is best practice. It confirms the scope, day rate or project fee, and expected delivery date, reducing scope creep and payment disputes.
What should a creative agency PO include for video production?
Include the project name, deliverables (e.g. final video file format and resolution), production timeline, number of revision rounds included, and the agreed total fee.
How does a PO differ from a freelance contract?
A PO is a purchasing document confirming price and deliverables. A contract covers intellectual property, liability, and payment terms. For significant engagements, use both.
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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