Free Order Form Template
Write up an order at the booth, the counter or the customer's back office. Line totals, tax, shipping and the balance after a deposit work themselves out, and you print the form, save it as a PDF to send, or download a CSV. Need paper? Switch to a blank form. No sign-up.
What an order form includes
Your business
Name, address and a phone or email at the top, so the buyer knows who the order is with. Add a tax ID if your customers need it.
Order number, date and rep
A number you never repeat, the order date and the rep who wrote it. The template suggests one like SO-20261008-01.
Bill to and ship to
Who pays and where it goes. A store chain often bills head office and ships to the branch, so the two can differ.
Items
SKU or item code, description, quantity and unit price on each line, with the line total worked out to the cent.
Discount, tax and shipping
A show discount or a fixed amount off, tax at the rate you type, the freight charge and the order total.
Deposit, payment and signature
What the customer paid up front, the balance due, how they will pay (cash, card, check, transfer or on account with terms) and a signature.
Order form, purchase order, quote and invoice
- Quote
- The seller's price offer before anyone commits.
- Order form
- The seller's form the customer or rep fills in to place the order: what, how many, at what price, shipped where.
- Purchase order
- The buyer's own document sent to the seller to order goods. Bigger customers send a PO; smaller ones sign your order form.
- Invoice
- The bill the seller sends once the goods ship or the work is done, asking for the balance.
Buying, not selling? The buyer's document is the purchase order template.
Need to send a price first? Use the quotation generator.
Taking orders at a trade show or on the road
Print a stack of blank forms
Switch to the blank form, set the number of item rows and print. Your business and name stay on top; buyers write the rest at the booth.
Write the customer's PO number on it
If the buyer has a purchase order number, put it on your form. It is the number their accounts team will look for when your invoice arrives.
Take a deposit on large or custom orders
Enter the deposit and the form shows the balance due, so the buyer and you leave with the same number.
Use the codes from your price list
SKUs that match your price list and catalog stop wrong-item shipments. Build the list with the price list template.
For reps who write orders in the field: wholesale sales rep, distributor sales, trade show follow-up email, manufacturer line card.
Tax rules differ by state and country, including whether shipping is taxed. Type the rate that applies to the order; the form does not assume one.
The order form has the numbers. The conversation has the rest.
The reorder date, the display the buyer asked for, the delivery window, the price you agreed to for the next case: that is said across the booth or the counter. Record the visit in ParrotNotes and get the summary and action items, so the order and your follow-up match what the buyer asked for. Free for 100 minutes of recording a month.
Get ParrotNotes freeRelated tools
- Price List TemplateBuild a printable price list with sections, item codes, unit prices and volume tiers, then print it, save it as a PDF or download a CSV.Open the tool
- Purchase Order TemplateFill in a purchase order with supplier, ship-to, line items, tax and terms, then print it or save it as PDF.Open the tool
- Quotation GeneratorBuild a clean price quote with line items, discount, tax and terms, then print it or save it as a PDF. Nothing to sign up for.Open the tool
- Receipt TemplateFill in a receipt with your business, the customer, items, tax and payment method, then print it or save it as a PDF.Open the tool
- Sales Tax CalculatorAdd sales tax to a price or take it back out of a total with the reverse mode, using a state's base rate plus your local rate.Open the tool