Invoice No.

Free Purchase Order Template for Photography Studios

Photography studios invest in equipment that needs to perform reliably on every shoot. Purchase orders document each equipment purchase, simplify warranty claims, and give your accountant a clear record of capital expenditure.

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Aperture Studios
PURCHASE ORDER
#PO-001
Supplier
Pro Photo Supplies Ltd
Issue Date
05/07/2026
DescriptionQtyRateAmount
Studio strobe lights: 600Ws monoblock, pair with softboxes1€1,450.00€1,450.00
Seamless background paper: white, 2.72m x 11m4€42.00€168.00
Memory cards: CFexpress Type B, 512GB, 2-pack2€185.00€370.00
Subtotal€1,988.00
Total€1,988.00

Thank you for your order.

What should a photography studio put on a purchase order?

A photography studio issues a purchase order to suppliers to authorise equipment, studio supplies, and printing before delivery. List each item with the spec, the quantity, and the agreed price, plus the delivery date. The PO gives the supplier an approved order to fulfil, and the invoice that follows references its number.

Typical line items

  • Lighting and modifiers
  • Cameras, lenses, and accessories
  • Backgrounds and studio supplies
  • Memory and storage media
  • Printing and finishing services
  • Quantity per line
  • Agreed price per unit or service
  • Requested delivery date

How the work is charged

Studio supplies are priced per unit for equipment and per job for printing, at agreed rates. The purchase order records the figures so the supplier's invoice can be matched against approved costs.

Payment terms and deposits

Supplier terms often run net 30, with some equipment invoiced on order. 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 separately with the registration number. Equipment and services can be taxed differently in places, so confirm what applies to the order.

Frequently asked questions

How should a photography studio order equipment to ensure warranty coverage?

Issue a PO referencing the specific product model and supplier. Register the equipment under the warranty scheme using the delivery date and PO number as proof of purchase.

What should a photography studio's PO include for studio equipment?

Include the product name, model number, colour temperature or power rating for lighting, any included accessories, quantity, agreed price, and warranty period.

Can a photography studio use a PO to order props or backdrops?

Absolutely. Even smaller purchases benefit from a PO for tax and accounting purposes, particularly if the studio operates on a VAT-registered basis and needs to reclaim input tax.

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 →