Commercial kitchen equipment purchase order template
Commercial kitchen equipment purchase order template: range, dishwasher and refrigeration with fuel, power and size details, plus delivery, fitting and removal.
Templates by industry
- Gas range, 6 burners with oven
- Undercounter dishwasher, three-phase
- Two-door reach-in refrigerator
- Delivery, positioning and removal of old units
Preparation guide
Example workflow
Match the quotation
Example: take "Gas range, 6 burners with oven" from the supplier's quotation and copy its quantity, unit price and specification exactly.
Approve and send
Confirm the delivery date and address for every line, including "Delivery, positioning and removal of old units", then sign the authorized-by line and send the order.
Receive and reconcile
When the goods arrive, check them against the order, then match the supplier's invoice to the order number before paying.
A kitchen order starts from the floor plan. The range must fit the hood above it, the dishwasher needs the right power and the drain, and a fridge that is a few centimetres too wide never gets through the back door. This order lists each unit with its fuel, voltage and size, then prices the delivery, positioning and removal of the old kit as a separate line, so the opening day is not decided by a missing connection.
Fields to prepare
- Deliverables and line items
- Gas range, 6 burners with oven, Undercounter dishwasher, three-phase, Two-door reach-in refrigerator, Delivery, positioning and removal of old units: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Gas range, 6 burners with oven
- Say natural gas or bottled gas, because the burners are set up for one of them, and give the width so that the extraction hood above can be matched.
- Undercounter dishwasher, three-phase
- Check supply voltage, water inlet temperature and where the drain sits before you order; a three-phase unit on a single-phase supply will not run.
- Two-door reach-in refrigerator
- Measure the narrowest point on the route in, door frames and turns included, and give the unit’s width with its doors; the supplier can then refuse a route that will not work.
- Delivery, positioning and removal of old units
- State the floor, whether there is a lift, and who removes the old equipment to where; a unit left in the corridor in opening week costs more than the haulage line.
- Supplier and quotation
- Name the supplier and quote the number of the quotation this order accepts, so each price can be traced to the offer.
- Delivery
- Give the delivery date, the address the goods go to, the shipping method and who receives them.
- Scope to agree
- Give the fuel and electrical supply each unit needs, the exact dimensions against the doorway and the space, and who connects it to the gas, water and drain.
Before sending
- Does “Gas range, 6 burners with oven” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Undercounter dishwasher, three-phase”?
- Has the budget holder approved the spend on “Two-door reach-in refrigerator”?
Show 4 more
- Does “Delivery, positioning and removal of old units” match the supplier’s quotation in specification, quantity and price?
- Check the supplier's quotation number, the delivery date and address, and who approved the order.
- Check that each quantity, unit and unit price matches the supplier's quotation.
- Give the order a number of its own, so the supplier can quote it on the delivery note and the invoice.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Gas range, 6 burners with oven | 1 × $2,850.00 | $2,850.00 |
| Undercounter dishwasher, three-phase | 1 × $2,290.00 | $2,290.00 |
| Two-door reach-in refrigerator | 2 × $1,590.00 | $3,180.00 |
| Delivery, positioning and removal of old units | 1 × $620.00 | $620.00 |
| Subtotal | $8,940.00 | |
| Sales tax (8%) | $715.20 | |
| Total | $9,655.20 | |
Order value $8,940.00, sales tax $715.20, order total $9,655.20.
- The order accepts quotation Q-KE-2217.
- Delivery is due 14 days after the order date.
What the document must show
These details make a purchase order easier to approve and to file.
- Your company name and address as the buyer
- The supplier's name and address
- Order number and date
- Each item with quantity, unit price and amount
- Delivery date, delivery address and shipping method
- Payment terms and the total, with tax shown separately
- Who authorized the order
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
Who should connect the gas and water: the supplier or a separate installer?
Decide before ordering and write it on the delivery line. Gas work is usually left to a qualified installer under local rules, so check what the supplier’s price covers and who signs off the connection.
What if the unit arrives and does not fit?
Put the dimensions you checked into the line, so a fit problem traces back to a wrong figure on one side or the other. Agree a return or restocking charge in the notes for units where the supplier made the error.
How is the sales tax worked out on this purchase order?
The worked example above uses an example rate of 8%: $715.20 on a net amount of $8,940.00, for a total of $9,655.20. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Commercial kitchen equipment purchase order template: Quote, proforma, invoice, receipt, credit note: which to use and Estimate vs quote: what binds you, with a remodeling example. When the goods arrive, match them to this order with the Delivery note template.