Brazilian purchasing needs clear supplier, tax, and delivery details. Everhour keeps project costs reportable after approval.
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Use this page to prepare a purchase order for a Brazilian supplier, service provider, or internal approver. The purchase order should identify the buyer, supplier, requested goods or services, agreed prices, delivery terms, payment terms, and approval status before work starts or goods ship.
A purchase order does not replace a Brazilian Nota Fiscal. Brazilian tax invoicing is based on official documents: NF-e model 55 covers ICMS/IPI goods and related operations, while NFS-e documents service provision. Treat the purchase order as the buying instruction that supports the later invoice review.
A strong Brazil purchase order starts with the buyer and supplier names, addresses, contact details, CPF or CNPJ identifiers where applicable, purchase order number, issue date, delivery address, currency, and payment terms. Add the requester, approver, department, project, or cost center when the purchase needs internal tracking.
Line items need a description, quantity, unit price, total, expected delivery date, and any tax or freight notes the supplier needs to quote correctly. For example, a service line can show "Monthly design support, 20 hours, R$150 per hour, billed after approval." Keep tax language separate from the later official invoice.
The most common Brazil mistake is treating a purchase order, quote, DANFE, and Nota Fiscal as interchangeable documents. An NF-e is a digital-only XML document whose legal validity depends on electronic signature and tax-authority authorization before the taxable event. DANFE is only the auxiliary document used to accompany goods or facilitate consultation.
Purchase order numbering is internal, so you can choose a sequence that fits your company. NF-e numbering follows a different rule: it must be sequential by establishment and series, from 1 to 999,999,999, then restart. Keep the PO number visible, but do not use it as a substitute for authorized NF-e or NFS-e data.
A free purchase order template is enough for a one-off buy, a small supplier request, or an internal approval record that needs a clean PDF. It works best when one person enters the details, checks the supplier information, and stores the final document with the quote and later invoice.
A managed workflow fits recurring project purchases, billable client work, and approval chains. Everhour Reporting can group project costs, billable time, non-billable time, invoice status, and client details with customizable columns, filters, exports, and scheduled email delivery, so purchase records connect to the reporting trail instead of sitting apart from project work.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A purchase order is a commercial control document, not the official Brazilian tax invoice. Many companies require one before accepting supplier bills, but Brazilian fiscal documentation still depends on the correct Nota Fiscal type. NF-e model 55 covers ICMS/IPI goods and related operations, while NFS-e covers service provision under ISSQN rules.
Use the supplier's CNPJ for a registered business or CPF for an individual supplier when that identifier is relevant to the transaction. Brazilian NF-e rules use CPF or CNPJ identifiers in the electronic invoice signature and access-key structure, and CNPJ is Receita Federal's national business registry.
DANFE can support receiving and review, but it is not the controlling fiscal record. It must reflect the authorized NF-e XML and is used to accompany goods or facilitate consultation. Keep the purchase order, supplier quote, DANFE, and authorized XML together when the transaction involves goods.
Service purchases should expect NFS-e references, not NF-e model 55, because NFS-e documents service provision under municipal ISSQN administration and the national NFS-e standard. Goods purchases and ICMS/IPI operations use NF-e. The purchase order should describe the service clearly so the supplier can issue the correct document later.
Mixing commercial approval data with fiscal invoice data creates review problems. A PO can show agreed prices, tax notes, delivery terms, and approvals, but official invoice authorization belongs to the Nota Fiscal process. After NF-e authorization, the issuer must provide the recipient with the NF-e file and authorization protocol.
Everhour Reporting lets teams build reports with 45+ columns, filters, grouping, date ranges, and exports. A finance lead can review project, client, member, billable time, cost, invoice status, and budget data before matching purchase records to approved work.
Everhour Billing & Invoicing turns tracked billable time and expenses into invoices from uninvoiced work. Invoice data can be grouped by project, task, person, date, or other breakdowns, and exported to QuickBooks Online, Xero, or FreshBooks as drafts.
Track project time, costs, and invoice status in Everhour, then export reports that support approvals, billing review, and accounting handoff without rebuilding purchase records manually.
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