Generate purchase orders from a Google Forms request
Purchase requests by email get lost. A request form gives you structure, and AutoDoc turns each request into a numbered purchase order PDF. Orders above your limit get a manager-approval sheet generated alongside.
| Supplier | {{Supplier}} |
| Requested by | {{Requested By}} |
| Item | Qty | Unit price | Total |
|---|---|---|---|
| {{Item Description}} | {{Quantity}} | {{Unit Price}} | ${{Total}} |
How to automate purchase orders from Google Forms
Four steps, all inside Google Workspace. Output: PDF.
Build the form
Copy the ready-made form, or create a Google Form with questions like these. The question titles become your placeholders.
| Question title | Type | Example answer |
|---|---|---|
| Requested By | Short answer | Marcus Lee |
| Supplier | Short answer | Northwind Supplies |
| Item Description | Paragraph | Safety gloves, size L |
| Quantity | Short answer (number) | 200 |
| Unit Price | Short answer | $2.40 |
| Total | Short answer (number) | 480 |
| Needed By | Date | 2026-11-15 |
Design the Google Docs template
Start from our Google Docs template (make a copy) or the .docx, or use your own. Type a placeholder wherever an answer should appear. It must match the question title exactly, in double braces. Built-ins such as {{_date}} and {{_responseId}} work too.
Connect it in AutoDoc
Open the form → Add-ons → AutoDoc. Pick the template and a Drive folder, choose PDF, and set the file name pattern:
PO-{{_responseId}} - {{Supplier}}Result: PO-2_ABaOnud8x - Northwind Supplies.pdf
Add a conditional document (optional)
Conditions support AND / OR groups and 13 operators, including equals, contains, exists, matches regex, > and >=.
Submit, and it’s delivered
Every new response creates the document in seconds, then emails it:
Tips for purchase orders
- Route POs over a set Total to a manager using a separate template with the > operator.
- Email the PO to purchasing first, then forward it to the supplier after approval.
- PO-{{_responseId}} gives every order a unique number.
Who uses this
Frequently asked questions
Can numbers be compared?
Yes. Use >, >=, < and <= on numeric answers such as Total.
Is there an approval workflow?
AutoDoc generates documents, it doesn’t collect approvals. Use the approval sheet plus email routing, or a dedicated approval tool.
Can suppliers receive POs directly?
Yes. Send to an email answer in the form or a fixed list.