Italian purchasing needs clean supplier records before IVA invoicing begins. Everhour keeps billable work organized for later billing.
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Use an Italy-focused purchase order when you need to confirm what your business is buying, who approved it, the agreed price, and the delivery or service terms. The purchase order is not the Italian VAT invoice. It is the buyer-side document that helps the supplier prepare the right invoice and helps your team check the invoice before payment.
For Italian suppliers, the purchase order should make the later invoice easier to validate. Italian invoices use IVA, commonly called VAT, and the ordinary IVA rate is 22%, with reduced rates of 10%, 5%, and 4% only for specified goods and services. A clear purchase order shows enough detail for the supplier to apply the correct tax treatment on the invoice.
Start with buyer and supplier names, addresses, contact details, purchase order number, issue date, requested delivery date, currency, payment terms, and approval contact. Add the supplier partita IVA when available, and ask the supplier to confirm the buyer identifier needed for invoicing, such as the buyer VAT number or codice fiscale where relevant.
Each line should describe the goods or services, quantity, unit price, discounts, taxable amount, expected IVA rate if known, and total. A purchase order can show expected tax for internal approval, but the supplier's invoice remains the tax document. For example, a line for consulting services can list 12 hours at €95 per hour, with the IVA treatment left for supplier confirmation if your team is unsure.
The most common Italian purchase order problem is leaving out details the supplier later needs for the electronic invoice. Most domestic Italian B2B and B2C invoices by resident or established VAT operators must be issued as structured XML invoices through the Sistema di Interscambio, with specific legal exceptions. Missing buyer tax details slow that handoff.
Payment terms also deserve a fixed field, not a note buried in email. For commercial transactions, Italian late-payment rules use 30 days as the default statutory payment period when no compliant term is agreed. Longer B2B terms are generally capped at 60 days unless expressly agreed and not grossly unfair, so the purchase order should show the agreed due-date basis plainly.
A free purchase order template is enough for a one-off supplier order, a small internal approval, or a simple repeat purchase where the buyer, price, currency, and payment terms fit on one page. Save the issued version with the quote, delivery note, and later invoice so the approval trail stays readable.
A managed workflow matters when purchases connect to client billing, project budgets, or mixed billable and non-billable work. Everhour can keep project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions separate, then show billable time, non-billable time, billable amount, and cost in admin reports before the invoice is prepared.
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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No. A purchase order records the buyer's request and approval before the supplier bills. An Italian VAT invoice is the supplier's tax document and normally needs an issue date, unique sequential number, seller and buyer tax identifiers, itemized taxable amounts, IVA rates, IVA amounts, and totals.
A purchase order can include expected IVA to support approval and budget checks. The supplier's invoice controls the final VAT treatment. Italy's ordinary IVA rate is 22%, while reduced rates of 10%, 5%, and 4% apply only to specified goods and services listed in the VAT law tables.
The buyer should collect the supplier's partita IVA and confirm the buyer identifier the supplier needs for invoicing. Italian VAT invoices must identify the supplier and customer, including the supplier VAT number and the customer's VAT number for taxable persons or codice fiscale for Italian private consumers.
No. The Sistema di Interscambio requirement applies to most domestic Italian electronic invoices by resident or established VAT operators, not to ordinary purchase orders. The purchase order should still contain the buyer, supplier, line, tax, and payment details that help the supplier issue the later XML invoice correctly.
The payment term field prevents many disputes. Italian late-payment rules use 30 days as the default statutory payment period for commercial transactions when no compliant term is agreed. A purchase order should state the agreed term, due-date trigger, and invoice reference process before the supplier starts work.
Everhour lets admins set project billing status, mark specific tasks non-billable, use custom task rates, and set member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost, so purchase-related work does not automatically become client-billable.
Everhour Billing & Invoicing turns tracked billable time and expenses into invoices, with line-item grouping by project, task, person, date, or another available breakdown. Invoiced time is marked as invoiced so the same work does not appear again in a later invoice.
Keep purchase approvals, billable rules, and project costs aligned before invoicing starts. Everhour separates billable and non-billable work so teams can protect margins and invoice the right work.
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