Free Landscaping Materials Purchase Order Template & Generator
A landscape order mixes three things that behave nothing alike: plant material sold by species, size and grade; bulk material sold by the cubic yard off a scale ticket; and stone sold by the pallet with a deposit on the pallet. This PO names the project and plan sheet, writes botanical names with caliper and container size, and sets a delivery sequence so the mulch is not dumped where the trees are going.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Shrubs, 5-gallon containers | 36 | $48.00 | $1,728.00 |
| Bulk mulch, cubic yards | 18 | $46.00 | $828.00 |
| Irrigation component package | 1 | $920.00 | $920.00 |
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Use-case checklist
What to include in a landscaping materials purchase order
Substitution on plant material is where a landscape job loses its margin and its approval at the same time. A landscape architect signs a plan that names Acer rubrum October Glory at 2.5 inch caliper; a nursery that ships a different red maple cultivar at 2 inch has filled the order and failed the plan, and the crew has already planted seven of them before anyone walks the site. Bulk material fails differently: yardage is settled on the nursery's scale ticket, and a crew that spreads 34 yards without keeping the tickets has no way to argue when the invoice says 38. And stock that lands ahead of the crew sits burlapped in the sun until somebody gets to it, which is exactly the handling a yard asks about before it agrees to replace anything, so the delivery sequence on the order is doing as much work as the prices.
- buyer, supplier, project, and PO number
- material, species, size, grade, and quantity
- unit price, tax, delivery, and deposits
- approved substitutions and availability contact
- delivery sequence, unloading, acceptance, and invoice terms
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Shrubs, 5-gallon containers | 36 | $48 |
| Bulk mulch, cubic yards | 18 | $46 |
| Irrigation component package | 1 | $920 |
Complete it cleanly
Reference the project and plan, list botanical or product names, sizes, grades, quantities, accepted substitutions, delivery sequence, unloading, pallet or bag deposits, and invoice references.
How to make a landscaping materials 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 landscapers, nurseries, and grounds teams. 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 landscaping materials lines
Replace each sample line with the real work or goods. Make sure the document shows buyer, supplier, project, and PO number, material, species, size, grade, and quantity, unit price, tax, delivery, and deposits.
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 project and plan, list botanical or product names, sizes, grades, quantities, accepted substitutions, delivery sequence, unloading, pallet or bag deposits, and invoice references. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
Phase 2 planting at Wexford Commons, delivered in three staged drops
Alder & Stone Landscapes issues PO LM-0442 to Fieldstone Nursery & Materials on April 20, 2026 for the Wexford Commons Phase 2 install, plan sheet L-3. Bulk goes in first, stone follows once the beds are cut, and the trees arrive the morning they are planted.
- Acer rubrum 'October Glory', 2.5 in caliper, balled and burlapped, matched heads, per plan sheet L-3: 7 ea at $285.00, no substitute cultivar
- $1,995.00
- Panicum virgatum 'Shenandoah', #1 container: 84 ea at $8.40, equivalent cultivar acceptable with written approval
- $705.60
- Double-shredded hardwood mulch, bulk, drop 1: 34 cu yd at $31.00, quantity settled on the load ticket
- $1,054.00
- Screened topsoil, bulk, drop 1: 22 cu yd at $24.50
- $539.00
- Pennsylvania flat fieldstone, pallet, drop 2: 3 pallets at $412.00
- $1,236.00
- Materials subtotal, the five lines above
- $5,529.60
- Delivery, three staged drops at $145.00 each, sequence written on the PO face
- $435.00
- Pallet deposits, 3 at $28.00, refunded on return with a signed slip quoting this PO
- $84.00
- Sales tax, shown here at an illustrative 6.0% on the materials subtotal, with deposits and delivery left untaxed in this example; both the rate and which lines are taxable differ by jurisdiction, so confirm yours
- $331.78
- PO LM-0442 total authorized
- $6,380.38
Yardage is the line that drifts. Bulk volume is measured at the nursery's loader, so ask for the tickets to reference PO LM-0442 and have the foreman keep them; without them, 34 ordered and 38 invoiced is an argument with no evidence on your side.
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 plant line so the nursery cannot ship a different cultivar?
Use the botanical name with the cultivar in single quotes, then the size measure the trade uses for that plant: caliper for shade trees, height for evergreens, container size for perennials and grasses. Add the root condition, balled and burlapped or container grown, and the plan sheet it is called out on. Naming plan sheet L-3 on the line is what sends a proposed swap back to the architect for approval instead of letting it be settled at the tailgate on delivery morning.
Bulk mulch and topsoil are sold by the yard. What goes on the PO so the invoice matches?
Order whole yards, name the exact product, and state that quantity is settled on the nursery's load or scale ticket referencing this PO. Then have the foreman keep every ticket with the job file. Yardage is measured at the loader rather than weighed to your specification, so those tickets are the only record either side holds. Thirty-four ordered against thirty-eight invoiced is not resolvable six weeks later without them.
Does the nursery's plant guarantee belong on the purchase order?
Write down what was actually quoted: the term, what it covers, and what the yard expects from you in return, which is usually planting and watering practice. Seven balled and burlapped maples at $285.00 is $1,995.00 of stock that can fail in its first season, and the difference between a replacement and an argument is whether anyone recorded the term when the order went out. Guarantee terms are the supplier's own and vary widely, so take them from the quote rather than assuming a season, and note who has to inspect a failed tree before the crew pulls it.
Why does the delivery sequence belong on the order rather than in a phone call?
Because the sequence is what protects the work. Bulk material dumped after the beds are cut has to be moved by hand, and trees delivered a week early sit in their burlap drying out while the crew is somewhere else. Writing drop 1 bulk, drop 2 stone once beds are cut, drop 3 trees morning of install on the face makes the sequence part of what the yard scheduled against, not a favor someone has to remember.
Do I need a new purchase order when the architect adds plant material mid-install?
Issue a revision or a second order rather than letting the yard add lines verbally, and give it its own number so the two can be reconciled against the plan. Reference the plan sheet revision that added the material, because a nursery delivering off a phone call has nothing to invoice against and you have nothing to check. Say on the revision whether it replaces the original order or adds to it, since a yard reading replace will quietly cancel drops you still need.
More purchase order templates
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