How to Accept Purchase Orders from Schools
A step-by-step overview for teacher-authors who want to understand how school purchase orders work and how to sell directly to schools.
Getting Started with Purchase Orders
When schools reach out about purchase orders, it signals that your business may be ready to grow beyond the TPT marketplace.
It’s hard to know where to start with direct school sales. If you’re a TPT seller like me, your instinct is to reply, “My resources are exclusively available on my TPT store!” and hope for the best.
But doing that risks leaving real sales on the table.
This beginner-friendly guide walks teacher-authors through the sometimes-murky school purchase order process and shows what to expect with tax-exempt purchases so you can capture more sales from schools, even if they don’t buy through TPT.
What Is a School Purchase Order?
As a teacher, you’ve probably seen purchase orders handled behind the scenes.
As a seller? You’re the one responsible for making it work. From quotes to approvals to collecting payment, it’s a whole different experience.
A school purchase order (PO) is an official document that a school or district uses to authorize a purchase.
Instead of paying upfront like an individual teacher might in your TPT store, schools issue a PO so they can receive your resources first and pay later.
🚫 Why Some Schools Can’t or Won’t Buy on TPT
Even though TPT supports purchase orders and tax-exempt credit card purchases, some schools still don’t buy through the marketplace. Understanding why helps teacher-authors respond confidently and know when direct school sales might make sense.
District or School Policies
Some districts only purchase from approved vendors or require internal approvals for every purchase. Even if your resources are on TPT, a school may need a specific vendor setup or internal paperwork before they can buy.
Licensing and Multi-Teacher Options
On TPT, licensing is mostly fixed. One teacher, one purchase, one non-transferable license. As a seller on your own website, you can offer schools licensing options that actually fit their needs. For example, you could provide school-managed, transferable licenses (often at a premium) that let schools reassign licenses and protect their investment from teacher retirement, reassignment, and evolving campus needs.
This gives schools more flexibility and confidence when using their funds, and it’s something the TPT marketplace can’t always accommodate. Offering these kinds of licenses is one of the biggest reasons schools reach out for direct purchases and why some teacher-authors find a whole new revenue stream by selling outside the marketplace.
Administrative Preferences
Large orders sometimes need direct contracts, quotes, or pricing flexibility that TPT’s checkout can’t fully accommodate. Schools managing multiple teachers or classrooms often need extra documentation to process the purchase. Some administrators ban purchases from certain marketplaces like TPT, while others are bound by strict purchasing procedures that small sellers can accommodate more easily.
Should I Accept Purchase Orders?
So now that you understand why some schools don’t buy through TPT, the next question is: should you actually accept purchase orders? There’s no one-size-fits-all answer, but this section breaks it down so you can make an informed decision.
Pros of Accepting Direct School Sales
Accepting POs can open up a whole new income stream for your business. Schools are often looking to purchase larger bundles, professional development services, or multiple licenses for their teachers.
By offering flexible options directly on your website, you can:
Capture sales that might never happen on TPT
Provide licensing options that meet school needs
Build trust with administrators who value clear processes
Open potential to higher-value orders than individual teacher purchases
POs give you the chance to earn more and serve schools in a way TPT alone can’t.
When You Might Stick with TPT Only
Accepting POs does take some extra work. You’ll need to:
Manage quotes, invoices, and follow-up emails
Verify tax-exempt status and handle payments after delivery
Set up a simple system on your website (forms, links, and instructions)
If you’re not ready for that extra administrative load, jumping in too soon can feel overwhelming. But with the right tools, it becomes much easier.
Direct school sales aren’t for everyone. It’s perfectly fine to stick with TPT, especially if:
Your resources are mostly low-cost, one-off purchases
You don’t have a website or the capacity to handle POs
Your audience is primarily individual teachers, not school administrators
Even if you stick with TPT for now, understanding the PO process helps you recognize opportunities when schools reach out.
How to Accept Tax-Exempt Online School Orders
Solution - Order Authorization Form
Some schools don’t want to go through a full purchase order process, but they still need to pay online using a school credit card, which can be tricky if the purchase needs to be tax-exempt.
Understanding this path helps you capture these sales without needing a fully automated online store.
As a teacher-author, you can provide schools with a simple order authorization form. Think of it like a mini-PO. The school confirms they’re authorized to use the credit card, approves the purchase, and agrees to the resources and licensing before you deliver anything.
You’ll also want to verify the school’s tax-exempt status, if applicable, and keep a copy of their documentation for your records. Once that’s done, you can deliver the resources and request payment through a reputable payment processor like Stripe or PayPal.
This approach gives schools the speed of online purchasing while still meeting tax-exempt rules. Many teacher-authors find it’s a simpler alternative to a full PO and a great way to capture additional school sales.
Read a breakdown of the process → How to Accept Online Credit Card Purchases from Schools
Licensing Options for Schools
When selling directly to schools, you can offer licensing options that better fit their needs — something the TPT marketplace can’t always provide.
On TPT, most purchases are single-teacher, non-transferable licenses. That works for individual teachers, but schools often need crystal-clear licensing that shows the school owns the license and has permission to reassign it as needed (much like a teacher-edition textbook).
You can also offer site licenses for resources or professional development. This gives schools a simple, official way to equip multiple teachers or classrooms, while keeping your terms clear and professional.
[Learn more about licensing options for schools →]
Select the license options you want to offer → Licensing Options for Schools
Tips & Best Practices for Accepting School Purchase Orders
Selling directly to schools doesn’t have to be intimidating. These tips help teacher-authors handle POs and direct school sales smoothly while growing revenue:
Respond promptly: Schools appreciate quick, professional replies to quote requests or questions.
Keep documentation organized: Save POs, order authorization forms, and tax-exempt certificates in one place for easy reference.
Offer clear pricing and licensing options: Making it obvious what the school is buying and how licenses work reduces confusion and builds trust.
Follow up professionally: A gentle email reminder if a quote or PO hasn’t been returned can keep the sale on track.
Leverage templates: Use pre-written email scripts, quotes, and forms to save time and maintain consistency.
These steps help teacher-authors and TPT sellers handle POs and tax-exempt orders with confidence while keeping administrative work manageable.
Explore the toolkit for templates and step-by-step guidance → Sell to Schools Toolkit
Next Steps & Resources for Teacher-Authors
You don’t have to figure out school sales alone. With a clear system and the right tools, accepting purchase orders and tax-exempt orders can become a straightforward part of your business.
Here’s how to move forward:
Preview the process: Download the free 25-step checklist to see each stage of accepting school purchase orders.
Get ready-to-use templates: Use the Sell to Schools Toolkit for quotes, order forms, email scripts, and more.
Decide on licensing and payment options: Choose what fits your resources and your school clients best.
Even if you’re just starting with TPT, understanding how schools buy prepares you for bigger orders and higher-value sales. Take the steps now, and you’ll be ready when schools reach out for direct purchases.