Free Purchase Order Template for Property Managers
Property managers oversee maintenance and improvements across multiple properties and must account for every spend to landlords and leaseholders. Purchase orders provide the financial controls and traceability that professional property management requires.
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What goes on a property manager's purchase order?
A property manager issues a purchase order to contractors and suppliers to authorise maintenance, repairs, and materials for managed properties before work begins. List each job or item with the property, the agreed price, and the scope. The PO gives the supplier an approved commitment, and the invoice that follows references its number.
Typical line items
- Repair or maintenance job and scope
- Property address or unit reference
- Parts and materials
- Contractor callout or labour
- Grounds and communal services
- Agreed price per job or visit
- Authorised spend limit
- Completion or visit date
How the work is charged
Property work is priced as a fixed job, a callout plus parts, or a recurring service charge at agreed rates. The purchase order records each figure so the contractor's invoice can be matched against approved costs by property.
Payment terms and deposits
Contractor terms often run net 30. The PO authorises spend up to its stated limit, so a contractor should seek a new order before exceeding it, and reference the PO number on the invoice.
Tax and compliance
Where sales tax or VAT applies, show it separately with the supplier's registration number. Repairs, materials, and some property services carry distinct rates in places, so confirm what applies to the order.
Frequently asked questions
When should a property manager raise a purchase order?
Raise a PO for any planned maintenance, contractor engagement, or material purchase above your informal approval threshold, typically anything over €50–€100, depending on your organisation.
How do I allocate a PO to a specific property or landlord?
Include the property address and a landlord or client reference number on every PO. This allows you to track costs per property and provide transparent statements.
What if a contractor exceeds the PO amount?
Any variation above the PO value should require a change order approved before the additional work begins. Never allow a contractor to proceed on the basis of a verbal agreement alone.
Ready to invoice? Try our Property Manager Invoice Generator →
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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