Philippine purchasing needs clear supplier, VAT, TIN, and PHP details. Everhour keeps billable work organized before invoicing.
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Use the purchase order to record the buyer, supplier, requested goods or services, agreed prices, delivery terms, and payment terms before work starts or goods ship. It gives both sides a shared reference for approvals, receiving, and invoice matching. In the Philippines, the purchase order supports the process, while the seller's sales or commercial invoice carries the BIR-registered tax document role.
The country-specific details matter because the later invoice must carry the correct tax and identity fields. Philippine invoices use VAT where applicable, Taxpayer Identification Numbers, serial numbering, seller business address, transaction date, quantity, unit cost, and description or nature of service. Building those details into the purchase order reduces back-and-forth when the supplier prepares the final invoice.
A useful purchase order starts with a unique PO number, issue date, buyer name, supplier name, supplier address, buyer contact, delivery location, and the person approving the purchase. Each line should state the item or service, quantity, unit cost, currency, expected delivery date, and any agreed discount. For services, describe the work clearly enough that the supplier can map it to a later invoice line.
Use Philippine peso (PHP) for local purchases unless the parties agree to another currency. Payment terms should reflect the agreed period to pay, since the cited Philippine VAT rule for uncollected receivables refers to the parties' agreed period rather than a fixed national invoice term. A PO that says "30 days from valid invoice receipt" creates a clearer approval trail than a vague note like "pay later."
A Philippines PO should leave room for tax treatment without pretending to be the tax invoice. VAT-registered sellers issue VAT invoices for taxable sales of goods, properties, leases, and services. The standard VAT rate is 12% of gross sales for goods or properties and 12% of gross sales from services, including use or lease of properties.
The PO should collect the supplier's TIN and ask whether the supplier is VAT-registered, non-VAT, VAT-exempt, or zero-rated for the transaction. Sales or services are VAT-exempt when gross annual sales do not exceed PHP 3,000,000, subject to CPI adjustment every three years. A non-VAT taxpayer under that threshold generally pays 3% percentage tax on gross quarterly sales, except for stated exemptions such as cooperatives.
A free purchase order template is enough when you need one approved buying record, a clean PDF, and a reference number for invoice matching. It works for occasional purchases, one supplier, and simple goods or services. It stops being enough when approvals, time records, billable work, project costs, and invoice status live in separate spreadsheets.
Everhour fits the managed workflow side after the PO is approved and work begins. Project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions keep billable and non-billable time separate before invoicing. Admin reports can show billable time, non-billable time, billable amount, and cost, so the invoice handoff uses tracked work instead of reconstructed notes.
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 invoices. Philippine invoicing rules center on BIR-registered sales or commercial invoices, and VAT-registered sellers issue VAT invoices for taxable sales. The PO should support the invoice file, but the supplier still needs the proper registered invoice for the sale.
Request the supplier's legal name, business address, TIN, VAT registration status, and expected VAT treatment for the transaction. A VAT invoice must state that the seller is VAT-registered with its TIN, show that the total includes VAT, and show the VAT amount as a separate item. Collecting those details early prevents invoice corrections later.
Show VAT only when the supplier confirms that VAT applies. The Philippines imposes VAT at 12% on taxable gross sales of goods or properties and 12% on gross sales from services, including use or lease of properties. A PO can include a VAT estimate for approval, but the seller's BIR-registered invoice controls the final tax presentation.
For sales of PHP 1,000 or more made to a VAT-registered purchaser, customer, or client, the invoice must include the buyer's name, address, and TIN. A purchase order from a VAT-registered buyer should provide those details upfront. Missing buyer tax details can delay invoice issuance or force the supplier to revise the invoice.
Use the payment period both parties actually agree to, such as payment due 15 or 30 days after receipt of a valid invoice. The cited Philippine VAT rule for uncollected receivables refers to the agreed period to pay, so ordinary invoice due dates come from the contract, PO, or supplier terms rather than a fixed national net-term rule.
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, giving teams a cleaner handoff from approved purchase work to client billing.
Track purchase-backed work with billable controls, task exceptions, and admin reporting. Everhour keeps billable time, non-billable time, amounts, and costs ready for invoice review.
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