Free template for download
Purchasing Policy Guide
Invoices keep arriving with no purchase order behind them, approvals live in email, and month-end turns into a hunt for who agreed to what. This is the policy that ends that — written out, ready to fill in, and short enough that your team will actually read it.
What's Inside
- 13 sections, already written Purpose, scope, No PO No Pay, delegation, bidding, exceptions, records.
- Approval matrix you fill in Purchase limits and contract signing authority, by title, with sample values.
- Matching tolerances and exception list Price and quantity variance rules, plus a checklist of what does not need a PO.
- A one-page summary for your team Send it company-wide. Five things every requester needs to know.
Unauthorized buying can increase costs by up to 20%. A written purchase order policy is the control that closes it. ProcureDesk, Indirect Procurement Software
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Three steps,
about 20 minutes
The policy is already written. Your job is to decide four numbers, name your approvers, and cross out what does not apply to your business.
A look inside the template
Fill in the header
Company name, effective date, and the person who owns the policy. Usually the Controller. That is the whole first block.
Set your thresholds
Two tables: who can approve what amount, and who can sign a contract. Sample limits are already in place — overwrite them with yours.
Mark your exceptions
Tick what does not need a purchase order at your company — payroll, rent, utilities — and delete the sections you do not use.
Everything in indigo is a value you replace. Everything else is already written and ready to publish. It arrives as an editable Word file, so you can put your own letterhead on it and send it out the same day.
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