India vendor buying needs clear GST and delivery details. Everhour helps connect billable work records to later billing.
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Use this page to prepare a purchase order for an India supplier before goods or services are delivered. The document should identify the buyer, supplier, order date, delivery location, items or services, quantities, prices, taxes expected on the later invoice, and payment terms. A purchase order is a buying instruction, not a GST tax invoice or proof of payment.
The strongest version also supports later three-way matching: purchase order, delivery or service confirmation, and supplier invoice. India GST invoices are data-heavy tax documents, so your purchase order should capture the supplier GSTIN, recipient details, HSN or SAC references, and the expected GST treatment early. That gives accounts payable fewer gaps to resolve when the tax invoice arrives.
India uses GST for supplies of goods and services. Intra-state supplies generally use CGST plus SGST or UTGST, while inter-state supplies use IGST. Your purchase order should identify the supplier state, delivery state, and place of supply assumption so the supplier can issue the later tax invoice with the correct tax split.
A registered supplier's GST tax invoice must show the supplier name, address, and GSTIN. It must also include the date of issue, recipient details, HSN or SAC, description, value, taxable value, GST rate, tax amount by tax type, and reverse-charge status where relevant. A purchase order that already asks for those inputs reduces correction cycles after the supplier submits the invoice.
A common India purchase order mistake is treating tax fields as decoration. The GST line needs a tax type, rate, taxable value, and commercial basis that the vendor can follow. For inter-state supplies, the later tax invoice must state the place of supply with the state name, and the delivery address must appear when it differs from that place of supply.
Payment terms also need careful wording. If the supplier is a micro or small enterprise covered by the MSMED Act, the agreed payment date cannot exceed 45 days from acceptance or deemed acceptance, with interest consequences for delay. Use a payment term that procurement, finance, and the supplier can honor, then keep the acceptance record with the order.
A free template works for an occasional vendor order, a small services engagement, or a manual procurement process where one person creates and tracks each document. It is enough when you need a clean PDF or spreadsheet record, the supplier count is low, and the later invoice review happens by hand.
A managed workflow becomes necessary when billable project work, vendor costs, and client billing need the same source record. Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and reports with billable time, non-billable time, billable amount, and cost.
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 buyer-issued request or authorization to buy. A GST tax invoice is a supplier-issued tax document after the supply rules require invoicing. The later GST invoice carries the statutory invoice details, including GSTINs, HSN or SAC, taxable value, GST rate, and tax amount by applicable tax type.
Collect the supplier GSTIN, buyer registration details when relevant, delivery address, supplier state, place of supply assumption, HSN or SAC, item description, quantity for goods, taxable value, discount, and expected GST treatment. These fields help the supplier issue a GST invoice that matches the order.
The order should show the expected GST structure when the buyer already knows the supply type. Intra-state supplies generally use CGST plus SGST or UTGST. Inter-state supplies use IGST. The supplier remains responsible for issuing the final tax invoice correctly under GST rules.
The GST tax invoice serial number must be consecutive, unique for the financial year, and limited to 16 characters. It can contain letters, numbers, hyphen or dash, and slash. Your purchase order number can follow your internal system, but finance should record both numbers for matching.
GST e-invoicing affects the supplier's covered B2B invoice, not the purchase order itself. It applies to notified B2B taxpayers whose aggregate turnover exceeded Rs. 5 crore in any financial year from 2017-18 onward. Covered invoices are reported to the Invoice Registration Portal for an IRN and signed QR code.
Everhour lets admins set project billing status, mark specific tasks as non-billable, apply custom task rates, and set member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, so project work connected to vendor orders stays clear before client billing.
Track billable and non-billable work before costs reach the invoice stage. Everhour connects project billing rules, task rates, and cost reports for cleaner billing reports in Everhour.
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