Free Purchase Order Template for Film Production Companies
Film productions run on tight schedules where every hire, service, and prop must arrive on time. Purchase orders formalise every vendor engagement, support post-production cost reporting, and are essential for film finance audits.
Currency
Live Preview
What should a film production put on a purchase order?
A film production issues a purchase order to suppliers to authorise equipment hire, props, and production services before a shoot. List each item with the hire period or quantity, the agreed rate, and the production it is for. The PO gives the supplier an approved commitment, and the invoice that follows references its number.
Typical line items
- Camera package hire (per day)
- Grip and lighting kit hire
- Set construction materials
- Props and set dressing
- Location catering (per head per day)
- Production or shoot reference
- Agreed rate per day or unit
- Hire dates and return terms
How the work is charged
Production suppliers are priced by daily hire rate, by unit for materials, or by head for catering. The purchase order records each agreed figure so the supplier's invoice can be matched to approved costs.
Payment terms and deposits
Hire and service terms often run net 30, though some kit houses require payment before release. 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 registration number. Hire, services, and consumables can be taxed differently in places, so confirm what applies to the order.
Frequently asked questions
Why do film productions need formal purchase orders?
Film financiers and completion bond companies often require an auditable procurement trail. POs demonstrate that costs were pre-approved against the budget and protect the production against inflated post-production claims.
What should a film production PO include for equipment hire?
Include equipment list with make and model, hire period (start and end date), agreed day rate, insurance requirements, collection and return logistics, and damage liability terms.
How do film productions handle purchase orders for locations?
Location agreements are typically contract-based rather than PO-based, but a PO can be used alongside a location agreement to record the agreed fee and payment schedule.
Related purchase order templates
Read the complete purchase order guide to see what a purchase order needs and how it leads to an invoice.
Back to Purchase Order Generator →