Procurement and AP templates for mid-market finance teams
15 templates, checklists and calculators, drawn from the procure-to-pay processes we configure during onboarding. Built for finance teams at companies with 100 to 1,000 employees.
Showing 15 of 15 resources
Purchase Order Template
A print-ready PO form plus a tracker tab to log every order you issue, so nothing goes missing between order and invoice.
Download PopularXLSXTemplateJob Cost Tracker
Estimates against actuals per project, so overruns surface while you can still act on them. Reconciles with QuickBooks.
Download PopularXLSXTemplateAP Aging Report Template
Bucket open invoices by age and see what is overdue before the vendor calls.
Download XLSXTemplatePO Template for Excel
The Excel version, with the eight steps to issue your first order in about ten minutes.
Get the template SheetsTemplatePO Template for Google Sheets
Same fields and tracker tab, for teams working in Google Workspace.
Get the template DOCTemplatePurchasing Policy Template
Approval thresholds, delegation of authority and the clauses that hold up when an auditor asks.
Get the template ChecklistChecklistMonth-End Close Checklist
The AP and PO steps in the order that keeps close under five days instead of ten.
Open the checklist ChecklistChecklistAccounts Payable Audit Checklist
What auditors ask for, and the documentation to have ready before they ask for it.
Open the checklist ChecklistChecklistAP Year-End Checklist
Accruals, cut-off, 1099 prep and vendor cleanup, sequenced for year-end.
Open the checklist ChecklistChecklistChoosing Procurement Software
The requirements to score vendors against before you sit through a single demo.
Open the checklist ChecklistChecklistImplementation Checklist
Eight steps to complete before go-live, starting with vendor master cleanup.
Open the checklist ToolChecklistProcurement Performance Evaluator
Score your current purchasing process and see where the control gaps sit.
Run the evaluator ToolCalculatorAP Process ROI Calculator
Enter your entities, invoice volume and days to close for an estimate in under a minute.
Open the calculator ToolCalculatorSpend Control Readiness Scorecard
Assess where your current purchasing controls hold, and where they quietly break.
Take the scorecard ToolCalculatorConfidence Calculator
Gauge how much of your committed spend finance can actually see right now.
Open the calculator
Every template here came out of a real implementation
Each one mirrors a process we configure for finance teams during onboarding. The figures below are what customers report after go-live.
Figures reported by ProcureDesk customers after implementation. See the case studies for named examples.
What happens when the spreadsheet is replaced
“Anybody within the company could order goods or services, and approval would only happen after the invoice arrived. We needed to put controls in place.”
Start with a template, keep it until it stops holding
Most finance teams move through the same three stages. The library covers all three.
Put the process on paper
Download the PO template and the purchasing policy. Get every purchase written down before a vendor is contacted, even if approvals still happen by email.
Run it every month
Work the month-end close and AP audit checklists on a cycle. This is where most teams find the invoices that never had a PO behind them.
Measure what it costs
Run the ROI calculator and the readiness scorecard. If manual processing is costing more than the software, the spreadsheet stage is over.
Finance teams who outgrew the spreadsheet
“We used to have 200 invoices sitting there waiting for approval, monthly. We do not have that anymore. It is not even a thought.”
“We are seeing 30% faster AP processing and reduced our month-end close from 7 to 8 days down to just 3 days.”
“ProcureDesk saves us 25% to 35% of the time that we used to spend on processing invoices, which is huge.”
Not sure which one you need?
Tell us how your team buys today
We will point you at the right template, or show you what replaces it. A 20-minute walkthrough built around your approval hierarchy and accounting system.
Request a demoSee what the manual process costs
Plug in your entities, monthly invoice volume and days to close. Get estimated hours saved and AP hires avoided in under a minute.
Open the ROI calculator
Six step-by-step procurement frameworks
Control-First Procurement, the PO-Before-Invoice Rule, Month-End Close Reduction, the Spend Visibility Gap, the Spend Control Maturity Model and multi-site policy enforcement. They live on their own hub.
Frequently asked
Are these templates actually free?
Yes. Every template, checklist and tool on this page is free. The three most-downloaded templates ask for an email so we can send the file; everything else opens directly.
What format are they in?
Purchase order and AP templates are Excel, with a Google Sheets version of the PO template. Checklists and calculators are web pages you can work through or print.
Who are these built for?
Controllers, Accounting Managers and VPs of Finance at companies with 100 to 1,000 employees, usually with one to three people handling AP and procurement. If you are a 20-person company placing a handful of orders a month, most of this is more process than you need. If you are an enterprise running SAP Ariba or Coupa, it is too lightweight.
When should you stop using a template?
In our onboarding work with mid-market finance teams the pattern is consistent: past roughly 20 purchase orders a month the spreadsheet costs more time than it saves. The first symptom is invoices arriving for purchases nobody can find a PO for.
Do I need ProcureDesk to use these?
No. Every template works on its own in Excel or Google Sheets. They are built from the workflows we configure for customers, but nothing here requires our software.
How often are they updated?
We review the library each quarter and update templates when tax years, reporting requirements or the underlying process change.
Templates work until the volume arrives
ProcureDesk is a procurement and AP automation platform for finance teams at companies with 100 to 1,000 employees. It runs request, approval, PO, goods receipt and automated 3-way matching in one place, syncs both ways with QuickBooks, NetSuite and Sage Intacct, and customers report month-end close dropping from 10 days to 4. Implementation is done for you in 2 to 4 weeks.
No IT project. Full setup done for you.
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