Free Purchasing and Accounts Payable Templates
The manual versions of what Foxpedite does automatically: checklists, spreadsheets and policies you can use today, in Excel, Google Sheets, Word or PDF. Free, no strings. Example data in the files is illustrative.
QuickBooks PO Setup & Limits Checklist
A 4-page checklist for QuickBooks Online Plus and Advanced, checked against Intuit's own help pages, with a plan-by-plan table of what QuickBooks does before a purchase is made and what it doesn't.
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PO Process Cheat Sheet + "Case for Your Boss" memo
A one-page cheat sheet of the purchase process growing companies end up rebuilding, plus a fill-in memo for making the case to your owner or CEO.
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PO Template Pack (Excel + Google Sheets)
A working Excel PO system: printable PO form, a tracker with status and approvals, and a QuickBooks Online column map. Opens in Google Sheets too. Plus an editable Word PO form.
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Duplicate Payment Audit Checklist (15-minute self-check)
One QuickBooks Online export, six spreadsheet checks, and a red-flag table that tells you what to chase, before the year closes.
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Approval Matrix Template
An Excel matrix with a worked example for a 50-person company (illustrative) and a checker: type an amount, department, category and date, and it returns the approvers, quotes needed and the backup.
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Department Budget Tracker (committed vs actual vs remaining)
A department budget tracker for 2027 that subtracts open purchase orders, not just paid bills, so 'remaining' means what it says. Excel, opens in Google Sheets.
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Year-End Close Checklist for SMB Purchasing
A 3-page checklist plus a tracker spreadsheet for controllers and bookkeepers at companies running purchasing on spreadsheets, email and QuickBooks.
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Vendor Bank-Change Verification Protocol
A 5-step callback-and-second-approver protocol, a red-flags list, and what to do in the first hour if money already went out. PDF to print, Word file to edit.
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AI Invoice Extraction Test Kit
10 fictional sample invoices (clean, dense, two-page, landscape, utility, and a skewed stamped scan), an answer key, and a scoring sheet that calculates accuracy per tool. Score them yourself.
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One-Page Purchasing Policy Template
An editable one-page purchasing policy for 20–200 employee companies: approval thresholds, quotes, POs, receiving, matching, delegation and exceptions. Fill it in this week and publish it before Q1 spend starts. Word + PDF.
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Procurement Software Cost Calculator
Enter users, billing preference and must-haves (approvals, QuickBooks sync). See monthly and annual list cost for Foxpedite, Precoro, Spendwise and Tradogram, with feature-parity flags, caveats and a source link for every price. Procurify, Order.co, Zip and Ramp procurement are flagged quote-only.
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Vendor Scorecard Template (A–F grading)
A spreadsheet scorecard (on-time delivery, invoice accuracy, price vs agreed, responsiveness) with editable weights that grades each vendor A–F automatically, plus a 1-page how-to.
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SMB Procurement Starter Kit
All 13 templates from the series, mapped to the procure-to-pay cycle, with a "start here" guide and an ROI calculator that uses US labor rates from the Bureau of Labor Statistics.
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