Cutting corners in procurement can cost you—literally. Without a solid plan, you risk delays, budget overruns, and unreliable suppliers. 💰
But who has time to build a procurement strategy from scratch? That’s where procurement plan templates come in.
These templates help you stay in control, from sourcing the right vendors to tracking purchase orders and managing supplier contracts.
We’ve compiled the best free templates to help you skip the trial and error.
Let’s get started! 🛒
Free Procurement Plan Templates For Purchasing & Supplier Management
What Are Procurement Plan Templates?
Procurement plan templates are structured documents that outline processes and strategies to acquire goods, services, or works from external sources within a project or organization.
They serve as blueprints, detailing the steps, timelines, responsibilities, and criteria involved in procurement activities.
Typically, these templates encompass procurement objectives, market research findings, contract types, procurement processes, roles and responsibilities, performance metrics, and risk management strategies.
They standardize your procedures, ensure regulatory compliance, and align procurement KPIs with overall project goals.
🧠 Fun Fact: The Silk Road wasn’t just a trade route; it revolutionized procurement. Merchant guilds in the Middle Ages introduced structured contracts and business practices that shaped modern supply chain management.
Top Procurement Plan Templates at a Glance
| Template Name | Download Template | Ideal For | Best Features |
| Procurement Template | Get free template | Businesses needing a centralized system to track, manage, and streamline procurement processes | Standardized procurement process, centralized supplier details, visual dashboards, automated workflows, risk assessment with custom views |
| Request for Quote Template | Get free template | Procurement teams gathering and evaluating vendor bids | Consistent quote collection, project objectives and budgets, side-by-side proposal comparison, centralized RFQ tracking |
| Purchase Order and Inventory Template | Get free template | Companies managing purchase orders and inventory | Accurate order tracking, stock level monitoring, vendor and delivery tracking, inventory reports, 14 custom statuses |
| RFP Process Template | Get free template | Project teams managing complex vendor selection | Organized RFP stages, deadline tracking, centralized proposals, predefined evaluation criteria |
| Standard RFI Template | Get free template | Teams gathering information from vendors before purchasing | Systematic info collection, due date assignment, progress tracking, multiple views for comparison |
| Supplier Audit Task Template | Get free template | Businesses managing supplier audits and compliance | Scheduled audits, compliance/performance tracking, task assignment, follow-up recording |
| Vendor Master List Template | Get free template | Organizations managing multiple vendor relationships | Centralized vendor info, contract and performance tracking, supplier prioritization, custom views and filters |
| Vendor Application Form Template | Get free template | Companies streamlining vendor onboarding | Systematic info collection, certification/document tracking, standardized onboarding, application progress tracking |
| Vendor Agreement Template | Get free template | Businesses managing vendor contracts and agreements | Structured agreements, collaboration tools, automated reminders, obligation and deadline tracking |
| Vendor Management Checklist Template | Get free template | Procurement teams ensuring thorough vendor management | Structured evaluation checklist, onboarding/progress tracking, task assignment, compliance monitoring |
| Inventory Management Template | Get free template | Companies managing complex or large inventories | Real-time stock tracking, trend analysis, centralized product database, visual inventory reports |
| Inventory Report Template | Get free template | Teams analyzing inventory and purchase activity over time | Systematic inventory tracking, purchase activity records, shortage/surplus monitoring, easy report sharing |
12 Free Procurement Plan Templates to Ease Procurement Challenges
Having the right template can make all the difference when managing procurement processes. Templates offers solutions designed to simplify and streamline procurement.
is a Converged AI Workspace that combines project management, documents, and team communication, all in one platform—accelerated by next-generation AI automation and search.
A procurement manager’s life involves everything from tracking vendor relationships to organizing detailed purchase orders and inventory reports. To make it easier, here are our recommendations for the best procurement management plan templates that cover every aspect.
Let’s get started! 💪
1. Procurement Template
Managing procurement without a clear plan can lead to unnecessary spending, missed details, and last-minute scrambling. The Procurement Template brings structure to the process, helping teams plan, track, and optimize every procurement stage.
With visual dashboards and no-code databases, keeping track of procurement activities becomes effortless. Automated workflows handle requests, approvals, and delivery tracking, reducing the need for constant follow-ups.
🌼 Why you’ll love this template
- Create a standardized procurement process to avoid confusion and delays
- Store all supplier details and documents in one organized space
- Track every stage of procurement with a visual dashboard
- Reduce errors by following a clear workflow and consistent format
- Better understand supplier relationships and assess potential risks using Custom Views
📌 Ideal for: Businesses needing a centralized system to track, manage, and streamline procurement processes.
🔍 Did You Know? World Wars made procurement a strategic necessity. Governments had to master supply chains to keep their armies equipped, forever changing how businesses approached procurement.
📮 Insight: Think your to-do list is working? Think again. Our survey shows that 76% of professionals use their own prioritization system for task management. However, recent research confirms that 65% of workers tend to focus on easy wins over high-value tasks without effective prioritization.
transforms how you visualize and tackle complex projects, highlighting critical tasks easily. With AI-powered workflows and custom priority flags, you’ll always know what to tackle first.
2. Request for Quote Template
A Request for Quote (RFQ) is essential when sourcing materials or services, ensuring fair pricing and transparency. The Request for Quote Template organizes every detail of your RFQ process.
It allows you to define project objectives, budgets, and timelines before sending structured RFQs to vendors, ensuring consistency and clarity in communication.
Plus, with dedicated sections for key procurement details, you capture vendor and company information, special instructions, and a quote summary with minimal effort.
🌼 Why you’ll love this template
- Collect vendor quotes with consistent formats and details
- Set clear project objectives and budgets before requesting quotes
- Compare vendor proposals side by side for better decision-making
- Track all RFQs in one centralized system for transparency
📌 Ideal for: Procurement teams that need a standardized and efficient way to gather and evaluate vendor bids, ensuring fair comparisons and streamlined communication.
💡 Pro Tip: Set the ground rules. Having clear procurement policies keeps everyone on the same page and ensures smooth operations. If you’re short of time or inspiration, just ask Brain to draft a sample procurement policy, and edit as you see fit!
3. Purchase Order and Inventory Template
The Purchase Order and Inventory Template ensures every order is accurately recorded and tracked from request to fulfillment. It helps businesses maintain vendor details, purchase dates, shipping terms, and delivery schedules efficiently.
It lets you organize tasks into fourteen different statuses: Payment, Submit To Supplier, Add To Inventory, Ready For Review, Delivered, etc., to keep track of progress.
With real-time tracking, teams can stay on top of procurement activities, plan inventory, and avoid costly mistakes like duplicate orders or missed deliveries. It also improves inventory management, letting you monitor stock levels.
🌼 Why you’ll love this template
- Record every purchase order accurately from start to finish
- Monitor stock levels to avoid shortages and overstocking
- Track vendor details and delivery timelines efficiently
- Generate inventory reports to support procurement decisions
📌 Ideal for: Companies looking for a dual-purpose tool that helps managers purchase orders and track stock levels, ensuring inventory is always up to date and orders are processed smoothly.
💡Pro Tip: Document everything from supplier selection to contract management. Having detailed records prevents confusion and keeps processes running like a well-oiled machine. Docs makes this easy. You can consolidate useful information, resources, and best practices in Docs, making it easy for everyone to find and update company knowledge.
4. RFP Process Template
The RFP (Request for Proposal) process is how businesses solicit bids from vendors, outlining project requirements and evaluation criteria to ensure they choose the best partner.
’s RFP Process Template provides a clear framework for handling everything from drafting the request to selecting the final vendor. Track key dates like submission deadlines and awarding timelines to ensure nothing is missed.
This RFP template includes five key categories to keep everything organized: Process phase (drafting, planning, or reviewing), Budget (fund allocation), Attachments (critical documents), Awarding date (timeline), and Proposal deadline.
🌼 Why you’ll love this template
- Organize RFP stages from drafting to vendor selection
- Track submission deadlines and awarding timelines precisely
- Store all proposals and attachments in one structured location
- Evaluate vendor bids consistently using predefined criteria
📌 Ideal for: Project teams or businesses managing complex vendor selection processes, where clarity, deadlines, and organization are essential for evaluating multiple proposals.
5. Standard RFI Template
A Request for Information (RFI) gathers details from vendors, suppliers, or stakeholders before making purchasing decisions. ’s Standard RFI Template lets you collect, track, and evaluate vendor responses efficiently.
You can create an RFI Ticket Form with key details like the requester’s name, department, and due date. Once submitted, track each request using statuses like ‘New Request,’ ‘Acknowledgement,’ ‘Complete,’ and ‘Delivery.’
Want to compare responses? The template includes multiple views: Request List for organizing RFIs, Process Board for tracking statuses, and Delivery Schedule Calendar for visualizing due dates.
🌼 Why you’ll love this template
- Collect vendor information systematically for informed decisions
- Assign due dates and responsibilities for each RFI request
- Track progress with clear statuses from submission to completion
- Compare responses easily using multiple views for clarity
📌 Ideal for: Teams looking to gather detailed information from vendors, suppliers, or stakeholders before making purchasing decisions, with a focus on organizing responses, prioritizing requests, and tracking progress.
💡Pro Tip: Get Brain MAX, the advanced desktop AI assistant from , to extract key details from invoices, quotes, and supplier communications for easy tracking and reporting.
What’s more, ’s Talk to Text can be a powerful tool for procurement and inventory management processes. Team members can quickly log purchase requests, inventory updates, or supplier notes by speaking instead of typing, saving time. Field staff or warehouse managers can update stock levels, report issues, or record deliveries hands-free, even while multitasking.
6. Supplier Audit Task Template
A supplier audit is vital to ensuring your vendors meet compliance, quality, and performance standards. The Supplier Audit Task Template tracks audit criteria, task assignments, and follow-ups.
Manage every stage of the supplier audit process, from creating and assigning audit tasks with clear due dates to ensure accountability across your team. You can organize all audit-related information, including compliance checklists and performance evaluations, in one place, helping you identify areas for improvement.
🌼 Why you’ll love this template
- Schedule supplier audits with clear tasks and deadlines
- Track compliance and performance metrics in one place
- Assign responsibilities to ensure accountability for each audit
- Record follow-up actions and improvements efficiently
📌 Ideal for: Businesses managing multiple suppliers and compliance-heavy industries that require meticulous tracking and reporting.
7. Vendor Master List Template
Vendor management shouldn’t feel stressful.
If you’re still digging through old spreadsheets, emails, or sticky notes to find vendor contacts, contract details, or past performance, it’s time for an upgrade. The Vendor Master List Template gives you a framework to manage every supplier, contractor, or service provider.
Instantly search vendors by name, industry, or contact info without endless scrolling and track contract details, vendor status, and spending in one organized dashboard.
It also lets you prioritize key suppliers and monitor performance to optimize procurement strategy.
🌼 Why you’ll love this template
- Centralize vendor information, including contact and contract details
- Prioritize critical suppliers for procurement planning
- Track vendor performance consistently across all projects
- Search vendors easily using filters and customized views
📌 Ideal for: Organizations managing relationships with multiple vendors, allowing them to centralize and organize key vendor information, track performance, and easily prioritize critical suppliers.
🌟 Bonus: Set ’s AI Agents to work supporting your team in managing procurement processes. Use Prebuilt Agents, or customize your own. These Agents can:
- Automated inventory tracking: Monitor stock levels, update inventory records, and alert teams when items are low or out of stock
- Procurement request automation: Process purchase requests, route them for approval, and generate purchase orders automatically
- Vendor management: Help track vendor performance, manage contracts, and send reminders for renewals or compliance checks
- Invoice and payment processing: Automatically collect, verify, and approve invoices and track payment statuses
- Reporting and analytics: Generate real-time reports on inventory turnover, procurement cycle times, and spending trends
- Workflow automation: Trigger tasks or notifications when certain inventory thresholds are met or when procurement steps require attention
Learn more from this video:
8. Vendor Application Form Template
The Vendor Application Form Template transforms a chaotic onboarding process into a streamlined experience that focuses on gathering crucial vendor details immediately. It facilitates information collection and vendor evaluation for data-driven decisions.
Ever wonder how to screen vendors effectively before setting up a meeting? This template lets you capture everything from contact info and product offerings to certifications.
Ensure all potential vendors provide the necessary information, business details, and product offerings to gauge if they’re right for your business.
🌼 Why you’ll love this template
- Collect detailed vendor information systematically for evaluation
- Ensure all required certifications and documents are submitted
- Standardize the onboarding process for new vendors
- Track application progress efficiently in one centralized system
📌 Ideal for: Companies seeking a streamlined way to collect essential vendor details, evaluate qualifications, and ensure compliance from the start of the vendor onboarding process.
🧠 Fun Fact: Procurement has been around since ancient Egypt. Scribes managed supplies for massive pyramid projects as early as 3000 BC, making them the original procurement professionals.
9. Vendor Agreement Template
Keeping vendor relationships transparent and dispute-free starts with a solid agreement.
The Vendor Agreement Template helps you establish clear terms from the start, turning complex contracts into structured, manageable documents. With defined rights, obligations, pricing, and delivery terms upfront and no legal jargon, you can avoid misunderstandings later.
This template goes beyond a basic vendor form, offering built-in collaboration tools like comments, milestones, and Custom Fields. These allow you to tailor agreements to your exact needs.
Plus, with automated reminders for contract reviews, renewals, and updates, you can stay ahead of procurement challenges and ensure long-term vendor accountability.
🌼 Why you’ll love this template
- Create clear, structured agreements with defined terms and conditions
- Collaborate with stakeholders using built-in comments and milestones
- Set reminders for contract reviews, renewals, and updates
- Track obligations and deadlines to avoid disputes effectively
📌 Ideal for: Businesses needing a consistent and organized way to create, review, and manage vendor agreements, ensuring all terms and expectations are clearly defined and tracked.
🔍 Did You Know? The Industrial Revolution gave birth to dedicated procurement departments. Charles Babbage, the father of modern computing, emphasized the need for centralized procurement way back in 1832.
10. Vendor Management Checklist Template
Managing multiple vendors across different platforms can get messy fast. The Vendor Management Checklist Template streamlines the process, turning vendor evaluation and onboarding into a structured, transparent workflow.
Even better? With built-in collaboration tools, the vendor management software lets you collect feedback to monitor performance and streamline communication.
🌼 Why you’ll love this template
- Evaluate vendors consistently using a structured checklist
- Track onboarding and performance progress easily
- Assign tasks and responsibilities for vendor management
- Ensure compliance and efficiency across all vendor activities
📌 Ideal for: Procurement teams or businesses aiming to ensure consistent and thorough vendor management through a structured checklist that ensures compliance, performance evaluation, and efficient vendor onboarding.
11. Inventory Management Template
The Inventory Management Template simplifies stock control by offering real-time tracking, trend analysis, and automated updates. This way, you always know what’s available and what needs restocking.
Unlike a purchase order system focusing on procurement, this inventory template helps ongoing inventory management, helping businesses stay proactive.
With customizable fields for product details, including pricing, images, and supplier data, you can maintain a centralized inventory database. Advanced search and filter options make it easy to locate seasonal stock, clearance items, or frequently ordered supplies.
🌼 Why you’ll love this template
- Monitor stock levels in real-time for better planning
- Track purchase trends to optimize inventory decisions
- Maintain a centralized database of product details and suppliers
- Generate visual reports to analyze inventory efficiently
📌 Ideal for: Companies managing complex or large inventories that require real-time tracking, trend analysis, and forecasting to maintain optimal stock levels, avoid shortages, and plan purchasing more effectively.
💡 Pro Tip: Assemble a procurement dream team. Bringing in legal, IT, and compliance experts ensures your documentation covers all bases and meets regulatory requirements. With Live Collaboration in , this is easy to do.
With Multiple Assignees, you can ensure everybody who needs to be in on a task is, in fact, in.
12. Inventory Report Template
The Inventory Report Template simplifies stock monitoring with an easy-to-update Docs format, eliminating the need for complex formulas. It provides a structured way to track stock levels, purchase trends, services needed, and product data.
Clear visual summaries of stock levels help identify shortages or overages before they disrupt operations. Track purchase activity over time to optimize procurement contracts and cut unnecessary costs.
🌼 Why you’ll love this template
- Track inventory levels and trends systematically over time
- Record purchase activity for better procurement decisions
- Monitor stock shortages or surpluses proactively
- Share reports easily with teams for collaborative planning
📌 Ideal for: Teams or businesses needing to analyze purchase activity and inventory trends over time.
💡 Pro Tip: Know your suppliers like you know your team. Using Supplier Risk Management (SRM) tools helps you stay ahead of compliance issues while strengthening valuable partnerships.
What Makes a Good Procurement Plan Template?
Similar to procurement management software, a well-structured template is a strategic tool to guide your procurement planning process. Key characteristics include:
- Procurement objectives: Defines specific goals aligned with organizational priorities
- Process flows: Outlines each step from requisition to contract closure
- Roles and responsibilities: Assigns tasks and decision-making authority to team members
- Contract types: Specifies the most suitable contract arrangements for each procurement
- Risk management strategies: Identifies potential risks and mitigation plans
- Performance metrics: Sets criteria to evaluate supplier performance and procurement success
- Legal compliance: Ensures adherence to relevant laws and policies
- Project timelines: Aligns procurement activities with overall project schedules and purchasing process
- Resource allocation: Manages project budgets to ensure plans stay within financial constraints while fulfilling procurement requirements
- Stakeholder engagement plans: Details communication and involvement strategies with all stakeholders
🔍 Did You Know? The global procurement software market size is projected to grow to $18.28 billion by 2032, exhibiting a compound annual growth rate (CAGR) of 10.8%.
Make Every Purchase Count With Templates
Don’t let disorganized procurement management processes hold you back. A well-structured template can help you refine every step, from deciding vendor selection criteria and approval process to contract management and timely delivery, ensuring efficiency and accuracy.
, the everything app for work, offers pre-made templates to optimize your workflow, align key players, and streamline procurement efforts. Why wait? Sign up to for free today! ✅
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