Free Sales Order Template (Excel)
What's in the sales order template
The file has two sheets. Sales Order is a form: your company, the customer, an SO number, the order date, ship-by date, and ship-to address, followed by a 20-row line-item table with quantity and unit price. Shipping cost has its own field, and totals — subtotal, shipping, grand total — calculate automatically as you fill in line items.
Order Log records every sales order you issue, one row each, with the SO number, customer, order date, amount, and status. It's built to hold up to 100 orders so you can see your whole order history in one place instead of hunting through individual saved files.
Sales order vs purchase order: which one you need
A sales order is what you, the seller, use to confirm a customer's order before you fulfill it. A purchase order is the buyer-side document — what you'd send to a supplier when you're the one placing an order. They're mirror images of the same transaction from opposite sides of it.
If you're confirming what a customer ordered from you, this is the right template. If you're the one ordering supplies or inventory from a vendor, use the separate Purchase Order template instead.
Tracking orders from confirmed to invoiced
Each order in the log gets a status — Pending, Confirmed, Shipped, Invoiced, or Cancelled — and a days-open column that counts how long an order has been open, calculated from the order date to today. Once an order is marked Invoiced or Cancelled, the days-open count stops updating for that row.
The summary splits open order value (Pending, Confirmed, and Shipped orders combined) from invoiced value, so you can see at a glance how much revenue is still moving through the pipeline versus already billed.
Who this is for
Small businesses and sellers who take orders from customers before fulfilling them — wholesalers, contract manufacturers, B2B sellers — and need something more structured than an email thread to confirm what was ordered and track it to completion.
Because it's just Excel or Google Sheets, anyone on your team can fill out and send a sales order without a login, and the Order Log gives you a running history without needing separate order-management software.
How to use it
- Fill in the customer and order details, then add line items — totals calculate automatically.
- Log every order in the Order Log and track it to Shipped / Invoiced.
- Days-open aging shows which orders are stalling.
Download the free Free Sales Order Template (Excel)
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CRM & Sales Pipeline Tracker
Once an order is confirmed, the paid CRM & Sales Pipeline Tracker ($14) helps you see where the next one is coming from — stage-by-stage conversion, a 3-scenario forecast, and stale-deal alerts.
See the full versionFrequently asked questions
Can I use this sales order template in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. All the totals and days-open aging keep working.
Is this template really free?
Yes. You give an email address to download it, and then it's yours to use with no further cost.
What's the difference between this and a purchase order template?
A sales order confirms what a customer ordered from you as the seller. A purchase order is what you send to a supplier when you're the buyer. Use this one if you're confirming a customer's order.
How many orders can the Order Log hold?
Up to 100 rows, each tracking one order's customer, date, amount, status, and days open.
Does it check my order quantities against inventory on hand?
No. This template tracks the order and its fulfillment status but doesn't link to an inventory count — check stock separately before confirming an order.