Free Plumbing Supplies Purchase Order Template & Generator
A plumbing purchase order has to survive a counter person who cannot see your job. Every line names size, material, wall or schedule, and the connection ends, because a 3/4 in ball valve exists with solder, threaded, and press ends and only one of them fits what your crew is installing. Fixtures carry the submittal model number and the rough-in they were approved against, and the face of the order states what happens when a line backorders.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| PEX tubing coils | 6 | $185.00 | $1,110.00 |
| Brass valve package | 1 | $920.00 | $920.00 |
| Fixture allowance | 1 | $2,400.00 | $2,400.00 |
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Use-case checklist
What to include in a plumbing supplies purchase order
Rough-in is sequenced work, and a wrong fitting stops it. Press-end valves delivered to a crew that solders are a return and a lost day, and a lavatory ordered with 4 in centerset drilling when the approved faucet is an 8 in widespread does not get discovered until trim-out, when the wall is closed. Backorders do the same damage on a slower clock: three of eight water closets four weeks out means the fixture count cannot be signed off, the schedule slides, and whoever carries that delay starts asking who ordered late. Writing the connection type, the rough-in dimension, and the backorder instruction onto the line is what keeps those conversations from happening after the drywall goes up.
- project, buyer, supplier, and PO number
- size, material, connection, and finish
- quantity and unit price
- delivery address and required date
- backorder, substitution, and return instructions
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| PEX tubing coils | 6 | $185 |
| Brass valve package | 1 | $920 |
| Fixture allowance | 1 | $2,400 |
Complete it cleanly
Use sizes, schedules, materials, connection types, manufacturer or allowance, quantity, finish, project, ship-to, and required date. State backorder and substitution instructions clearly.
How to make a plumbing supplies 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 plumbing contractors and maintenance departments. 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 plumbing supplies lines
Replace each sample line with the real work or goods. Make sure the document shows project, buyer, supplier, and PO number, size, material, connection, and finish, quantity and unit price.
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
Use sizes, schedules, materials, connection types, manufacturer or allowance, quantity, finish, project, ship-to, and required date. State backorder and substitution instructions clearly. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A clinic fit-out release with three water closets on backorder
Larkspur Plumbing & Mechanical releases rough-in and fixtures for the Fairmount Clinic fit-out, Suite 210, to Calder Pipe & Supply on April 13, 2026. Fixtures were approved at submittal; the counter runs a Tuesday and Thursday route to the building's loading dock.
- 3/4 in type L hard copper tube, 20 ft lengths - 40 lengths (800 ft) at $38.50
- $1,540.00
- 3/4 in wrot copper 90 elbow, C x C solder ends - 150 ea at $1.42
- $213.00
- 3/4 in full-port bronze ball valve, solder ends both sides, not press - 18 ea at $27.80
- $500.40
- 4 in PVC DWV schedule 40, 10 ft lengths - 24 lengths at $21.60
- $518.40
- Floor-mount flushometer water closet, 1.28 gpf, white, submittal model FC-1028 - 8 ea at $312.00; 3 backordered four weeks, split shipment authorized
- $2,496.00
- Wall-hung lavatory, 20 x 18, white, 4 in centerset drilling to match the approved faucet - 8 ea at $146.00
- $1,168.00
- Material subtotal
- $6,435.80
- Sales tax, shown here at an illustrative 6.5% on the material lines
- $418.33
- Delivery to the Fairmount Clinic dock, Tuesday and Thursday route, waived above $2,500 in material
- $0.00
- PO PL-2026-233 total authorized; the five water closets shipping now invoice separately from the three that follow
- $6,854.13
The detail people leave off is the connection end. Size, material, and schedule get written every time; solder, threaded, or press gets assumed. A press valve on a job with no press tool is a return, a restocking argument, and a lost afternoon over a line worth $27.80. The tax line is illustrative too: the rate and which lines are taxable both vary by jurisdiction, so confirm yours.
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 much detail does a pipe or fitting line need before the counter can pick it without guessing?
Five things: nominal size, material, wall thickness or schedule, the connection ends, and the unit you are counting in. "3/4 in type L hard copper, 20 ft lengths, 40 lengths" leaves nothing to interpret, while "800 ft of 3/4 copper" invites soft tube on a coil. Fittings need the end configuration spelled out too, because C x C, C x M, and press versions of the same elbow all share a nominal size.
Three of eight water closets are backordered four weeks. Do I cancel the line, split the shipment, or take a substitute?
Decide it on the order rather than on the phone. Authorizing a split shipment keeps the five available fixtures moving toward rough-in and leaves the three on a dated backorder you can chase, while cancelling sends you back to a submittal you already had approved. Whichever you choose, write it on the line, ask for the backorder ship date in writing, and require the second shipment to invoice separately against the same PO number.
Should the fixture line carry rough-in dimensions or just the model number?
Carry both. The model number is what the supply house picks, but the rough-in is what the crew set in the wall two weeks earlier, and those get out of step when a model is superseded. Write the faucet drilling on a lavatory, the carrier or floor-mount detail on a water closet, and the supply and waste centerlines. If a superseded model arrives with a different rough-in, the dimension on the order is what proves it is not equivalent.
Should rough-in material and fixtures go on the same purchase order?
Split them if the supply house will let you. Rough-in is commodity stock the counter pulls the same week, while fixtures are submittal-driven, long-lead, and the lines most likely to backorder, and mixing them means one late water closet sits on an invoice full of copper you already installed. If they have to ride together, keep the fixtures on their own lines with their own dates and delivery instructions, so a hold on one group never freezes the other.
The inspector wants to see what went in on the potable water side. What should the order carry for that?
Write the standard, listing, or marking the specification calls for into the line description rather than trusting a model number to imply it, and ask for the supplier's cut sheets with the shipment. Which listings and markings apply is a local question, so confirm it with the authority having jurisdiction and the engineer of record rather than with the counter. An order that already names what was required is the fastest way to answer an inspector without opening a wall.
More purchase order templates
Start with the closest business workflow and adjust the details.