Free Purchase Order Template for Hotels
Hotels manage procurement across multiple departments, from housekeeping and F&B to maintenance and spa. Purchase orders centralise spending, enforce agreed supplier pricing, and support the financial controls required in hospitality.
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What should a hotel put on a purchase order?
A hotel raises a purchase order to suppliers to authorise housekeeping, food and beverage, and amenity stock before delivery. List each item with the pack size, the quantity, and the agreed price, plus the department and delivery date. The PO gives the supplier an approved order, and the invoice and goods receipt reference its number.
Typical line items
- Bed linen and towels (by pack)
- Guest toiletries and amenities
- Food and beverage stock
- Housekeeping consumables
- Department or cost centre
- Quantity per line
- Agreed price per unit or case
- Requested delivery date
How the work is charged
Hotel supplies are priced per unit, per pack, or per case at agreed rates, often under standing supply arrangements. The purchase order records the figures so deliveries can be checked against approved prices by department.
Payment terms and deposits
Supplier accounts commonly run net 30 across departments. The order authorises spend up to its total, and the supplier should quote the PO number so deliveries reconcile against the right cost centre.
Tax and compliance
Where sales tax or VAT applies, show it as a separate line with the registration number. Food, drink, and goods can be taxed differently in places, so confirm what applies to each line.
Frequently asked questions
How do hotels organise their purchase orders by department?
Most hotels raise POs by department (housekeeping, F&B, maintenance) with separate cost centre codes. This keeps departmental budgets accurate and simplifies month-end reporting.
What approval process should a hotel PO go through?
Smaller hotels often have a department head approve POs below a threshold (e.g. €500). Larger purchases go to the General Manager or Finance Director before being sent to the supplier.
How do hotels manage supplier contracts alongside POs?
A master supply agreement sets pricing and terms for the year; individual POs are raised under that agreement for each delivery. This combines contractual protection with operational flexibility.
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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