Free Furniture Order Purchase Order Template & Generator
A furniture purchase order has to survive a ten week lead time, so every line carries the model number, the finish or fabric code from the approved finish schedule, the configuration, and the room tag the piece is destined for. It also records the COM yardage the buyer is shipping to the plant, which delivery level was bought, curbside, inside, or white glove with assembly, and who removes the cartons and pallets after installation.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Workstation desks | 18 | $640.00 | $11,520.00 |
| Ergonomic task chairs | 18 | $485.00 | $8,730.00 |
| Delivery and installation | 1 | $1,650.00 | $1,650.00 |
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Use-case checklist
What to include in a furniture order purchase order
Contract furniture is built to order, and suppliers commonly write custom finishes and customer's own material as non-returnable once production starts, so read the terms on your own quote: a finish code copied wrong is usually not a return, it is a second order and a second lead time. The exposure is the calendar as much as the money: 42 chairs that arrive in the wrong seat fabric ten weeks after release cannot be replaced before the floor opens, and a dye lot on a reorder rarely matches the pieces that were right. Access is the other quiet cost. A purchase order that says delivery without saying inside delivery, elevator reservation, and carton removal buys a curbside drop, and the installer quotes the rest on the day, when you have no leverage left.
- buyer, supplier, project, and PO references
- model, dimensions, finish, configuration, and room tag
- quantity, unit price, discount, and tax
- lead time, delivery, assembly, and installation
- samples, damage, punch list, payment, and invoice terms
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Workstation desks | 18 | $640 |
| Ergonomic task chairs | 18 | $485 |
| Delivery and installation | 1 | $1,650 |
Complete it cleanly
Reference the approved proposal and finish schedule, list model and configuration, room or tag, quantities, lead times, samples, delivery method, stairs or elevator, assembly, installation, packaging removal, and punch-list process.
How to make a furniture order purchase order in 6 steps
Open the purchase order generator
Start from this page so the purchase order opens with fields and sample lines already set up for offices, hospitality operators, designers, and furniture buyers. No account is needed to create or preview.
Enter both parties
Add your business name, address and contact details, then the supplier name and address exactly as they should appear on the record.
Add the furniture order lines
Replace each sample line with the real work or goods. Make sure the document shows buyer, supplier, project, and PO references, model, dimensions, finish, configuration, and room tag, quantity, unit price, discount, and tax.
Check the figures
Totals calculate as you type. Confirm quantities, rates, any tax line and the final total against your own records before you send anything.
Set the reference and dates
Give the purchase order a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
Reference the approved proposal and finish schedule, list model and configuration, room or tag, quantities, lead times, samples, delivery method, stairs or elevator, assembly, installation, packaging removal, and punch-list process. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A 45 piece office reset with one COM line and two floors of install
Larkspur Design Studio is releasing furniture for Meridian Coworking to Fairhaven Contract Furniture against quote FH-9042 on March 3, 2026. Finishes come from approved schedule FS-02, the lounge sofas are COM, and the install covers floors 1 and 2 of the same building.
- AC-220 task chair, black mesh back, Graphite seat fabric grade 2 per FS-02, room tag 2F Open Plan: 42 ea at $312.00
- $13,104.00
- TB-96-WLN conference table, 96 in x 42 in, walnut veneer, satin finish, two grommets, room tag 2F Boardroom: 1 ea at $2,480.00
- $2,480.00
- LS-72 lounge sofa in COM, Hartwell Moss, 18 yd per piece, 36 yd shipped by buyer to the plant, room tag 1F Lounge: 2 ea at $1,848.00
- $3,696.00
- Goods subtotal, 45 pieces, list pricing before contract discount
- $19,280.00
- Contract discount, 10% on goods only per quote FH-9042
- -$1,928.00
- Freight and white glove inside delivery to floors 1 and 2, elevator held 7 to 11 a.m., building COI on file
- $1,450.00
- Assembly and installation, 2 installers x 9 hours at $85.00 per hour
- $1,530.00
- Carton, pallet and packaging removal from site
- $260.00
- Sales tax, illustrative only: 8.25% applied here to the discounted goods total (see note)
- $1,431.54
- PO total authorized; 50% deposit of $11,011.77 at release, balance on punch list sign off
- $22,023.54
The line that costs weeks is the COM sofa. Production on those two pieces does not start when this order is issued, it starts when the plant receives and inspects 36 yards of Hartwell Moss, so the fabric ship date belongs on the order next to the lead time. The tax figure above is illustrative for this example only: the rate, and whether freight, installation and carton removal are taxed alongside the goods, both differ by jurisdiction, so confirm your own with your tax adviser.
When this document is the right choice
Use this purchase order to authorize a purchase before a supplier fulfills it. A purchase order comes from the buyer and authorizes an order. The supplier later sends an invoice that references the PO number for matching and payment.
Frequently asked questions
How do I write a chair line so the wrong fabric does not arrive?
Put the manufacturer's model number first, then the finish or fabric code exactly as it appears on the approved finish schedule, then repeat it in words: AC-220 task chair, black mesh back, Graphite seat fabric, grade 2, per FS-02. Add the room tag on the same line. If the order desk has to interpret a color name like graphite across three fabric grades, that interpretation becomes a ten week reorder rather than a return.
The lounge sofas are COM. What has to appear on the purchase order?
Name the mill and pattern, the yardage per piece, the total yardage you are shipping, and the plant address the fabric goes to. State plainly that the lead time on those lines starts when the plant receives and inspects the fabric, not when the order is issued. Ask the supplier to acknowledge receipt in writing, because an unlogged roll sitting on a plant dock is the most common reason a COM line misses an install date.
Do freight and installation belong on the same purchase order as the furniture?
Yes, and each needs its own line with the service level spelled out. Curbside, dock, threshold, inside delivery, and white glove with assembly are five different prices, and the spread on a 45 piece order runs into thousands. Name the floors, the elevator reservation window, the building's certificate of insurance requirement, and who hauls cartons and pallets away, so nothing gets quoted on the day by a crew already standing in your lobby.
A chair base was found cracked after the installers left. What protects us?
The order should say that pieces are counted and inspected against the packing slip by model and room tag at delivery, and that concealed damage found during installation is reported to the supplier within a stated number of days. Photograph the carton and its label before it is hauled off. Then hold a punch list with a named walk date and tie final payment to sign off on that list rather than to the delivery date.
The boardroom table slipped four weeks. Do we split the delivery?
Settle that on the order rather than on the phone the week before. Say whether partial shipment is allowed, and if it is, write that each shipment carries its own packing slip sorted by room tag and that the installer returns for a second trip, then say who pays for that trip. Storage is the other half of the question: a supplier holding finished goods on its own floor and a warehouse holding them on your account are different costs, and moving pieces into storage often shifts both billing and risk to you, so ask how the supplier words it. If the floor cannot open without the table, an order that ships complete is frequently the cheaper answer.
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