Free Purchase Order Template for IT Companies
IT companies procure hardware and software for their own infrastructure and on behalf of clients. Purchase orders create a clear procurement record, support asset management, and ensure client-billing traceability for pass-through costs.
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What should an IT company put on a purchase order?
An IT company issues a purchase order to vendors to authorise hardware, licences, and supplies for itself or a client before delivery. List each item with the spec or licence count, the quantity, and the agreed price, plus the project or client reference. The PO gives the vendor an approved order, and the invoice that follows references its number.
Typical line items
- Hardware by model and spec
- Software licences (by seat or term)
- Networking equipment
- Cabling and accessories
- Client or project reference
- Quantity per line
- Agreed price per unit or licence
- Requested delivery date
How the work is charged
IT supplies are priced per unit for hardware and per seat or term for software, at agreed vendor rates. The purchase order records the figures so the vendor's invoice can be checked against approved costs.
Payment terms and deposits
Vendor accounts commonly run net 30, with some licences invoiced upfront. The order authorises spend up to its total, and the supplier should quote the PO number on the invoice.
Tax and compliance
If sales tax or VAT applies, show it separately with the registration number. Hardware, software, and cross-border services can be taxed differently in places, so confirm what applies to each line.
Frequently asked questions
How do IT companies handle purchase orders for client projects?
Raise a PO for each client project referencing the client name and project number. When billing the client, link the PO to your invoice so the client can verify the cost of supplied goods.
What should an IT PO include for hardware?
Include the manufacturer part number or model number, specifications (processor, RAM, storage), quantity, agreed trade price, warranty terms, and required delivery date.
Can I use a PO for software licences?
Yes. Include the software name, version, licence type (per user, per device, or concurrent), number of licences, and the agreed price. Attach the licence agreement reference for audit purposes.
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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