Purchase and Contract Tracking Template
Use TemplateStay in control of your procurement operations with the Purchase and Contract Tracking Template by Stackby.
From issuing purchase orders to managing multi-vendor contracts, this all-in-one template provides the clarity and structure your team needs to simplify procurement, track spend, and ensure compliance.
Whether you're in operations, finance, admin, or supply chain, keeping track of every purchase and contract can be daunting—especially when dealing with multiple departments, vendors, or service providers. This template brings everything under one roof, helping you centralize purchase data, streamline vendor management, and avoid contract renewal surprises.
About Template
This template includes three interlinked relational tables:
Purchase Orders– Track all procurement details such as item info, quantities, prices, dates, and contract links.Contracts– Store and monitor contract metadata, including status, value, start/end dates, renewal reminders, and linked vendors.Vendors– Maintain an up-to-date vendor list with contact info, rating, status, and categorization for easy vendor qualification and communication.
Each table is fully customizable and linked for seamless navigation and data management. You can even create forms to submit purchase requests or update vendor info directly from the team.
Key Features
1. Centralized Purchase Order Management
The Purchase Order table allows you to record all incoming purchases with detailed attributes:
- PO Number
- Item Description & Quantity
- Unit and Total Price
- Order & Delivery Dates
- Status
- Associated Contract
This gives you a real-time overview of what's been ordered, what’s arriving soon, and what’s already delivered.
2. Full Contract Lifecycle Visibility
The Contracts table ensures your legal and compliance teams never miss an important renewal or obligation. Track:
- Vendor Names
- Contract Value
- Start and End Dates
- Renewal Date Reminders
- Status
- Department Ownership
You’ll always know which contracts are active, when they’re due for renewal, and what budget is allocated.
3. Vendor Relationship Management
The Vendors table helps you keep your supplier database organized and accessible:
- Contact Person Name & Email
- Company Address & Phone Number
- Vendor Status
- Rating System for Performance Evaluation
- Category for Supplier Type
This ensures your teams work with trusted vendors and can communicate effectively with the right contact at any time.
Use Cases
- Procurement Teams: Manage purchase requests, approvals, and vendor coordination in one place.
- Finance Departments: Gain budget visibility and contract alignment across all departments.
- Operations Managers: Stay on top of renewals and deliveries to prevent project delays.
- Admin & HR: Purchase office supplies or services with documented traceability.
- Legal Teams: Track contract metadata and maintain an accessible audit trail.
Final Thoughts
The Purchase and Contract Tracking Template is designed for any team looking to streamline and centralize their procurement and vendor management processes. No more scattered spreadsheets or forgotten renewals—this dynamic and fully customizable template ensures your procurement team stays on top of every purchase, every contract, and every vendor relationship.
Use forms for internal purchase requests, Kanban views for tracking order status, or calendar views for contract renewal dates. Stackby empowers you to visualize, automate, and manage your workflows exactly the way your business needs.
Start simplifying your procurement workflow today with the Purchase and Contract Tracking Template – Free to use on Stackby.
