Free Purchase Order Template for Marketing Agencies
Marketing agencies co-ordinate multiple third-party vendors for every campaign. Purchase orders keep budgets on track, ensure client costs are recoverable, and create a clear paper trail from brief to delivery.
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What goes on a marketing agency's purchase order?
A marketing agency issues a purchase order to suppliers to authorise print, media, and production work before it is delivered. List each service or item with the quantity or spec, the agreed price, and the campaign it belongs to. The PO gives the supplier an approved commitment, and the invoice that follows references its number.
Typical line items
- Print runs by spec and quantity
- Media placements and bookings
- Photography or video production
- Promotional merchandise
- Campaign or project code
- Deliverable and due date
- Agreed fee or unit price
- Supplier contact and address
How the work is charged
Agency suppliers are priced per unit for print and merchandise, by booking for media, or by project fee for production. The purchase order records each agreed figure so the supplier's invoice can be matched to approved costs.
Payment terms and deposits
Supplier terms often run net 30, though media bookings can require payment upfront. 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. Services, media, and physical goods can be taxed differently, so confirm what applies to each line.
Frequently asked questions
How do marketing agencies use POs for client cost recovery?
When buying on a client's behalf, raise a PO against the approved client budget. This gives you a reference to pass costs through on your invoice to the client.
What should a marketing agency PO include for print suppliers?
Include job name, print specifications (format, paper stock, quantity, finish), artwork delivery deadline, proofing requirements, and agreed price including delivery.
Can a purchase order replace a creative brief with a production vendor?
A PO confirms costs and deliverables but is not a substitute for a detailed creative brief. Always attach the brief or link to the approved specification when issuing a PO for production work.
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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