Purchase Order Template – Free PO Generator & PDF

What is a purchase order?

A purchase order (PO) is a document a buyer sends to a vendor to order goods or services. It sets out what you want, how many, at what price and when it should arrive. When the vendor accepts it, it becomes the agreed basis for the order.

POs give you a record of what was ordered and who approved it, which helps you control spending and check the vendor’s invoice when it arrives. The vendor will usually put your PO number on that invoice.

How to create a purchase order

Add your company as the buyer, with your logo and billing address.
Add the vendor you are ordering from.
Check the PO number and order date, and set the delivery date you need.
Add a ship-to address if the goods should go somewhere other than your billing address, such as a job site or warehouse.
List the items with descriptions, part or SKU numbers, quantities and agreed unit prices.
Add tax, shipping and payment terms, for example Net 30 from receipt of invoice.
Fill in “Requested by” and download the PDF. It has an “Authorized by” line for the approver’s signature.

What to include on a PO

PO number: unique and sequential, so the vendor can quote it on their invoice.
Buyer and vendor details: names, addresses and contacts for both sides.
Order and delivery dates: when you placed it and when you need it.
Items: clear descriptions, SKUs, quantities, unit prices and line totals.
Shipping: ship-to address, method and who pays for freight.
Payment terms: when the vendor will be paid after invoicing.
Authorization: who requested the purchase and who approved it.

Purchase order vs invoice, and three-way matching

	Purchase order	Invoice
Issued by	The buyer	The seller
When	Before delivery	After delivery
Says	This is what we want to buy	This is what you owe
Number used for	Tracking the order	Tracking the payment

Many businesses pay a vendor only after three documents agree: the purchase order (what was ordered), the delivery note or receiving record (what arrived), and the vendor’s invoice (what is being charged). This is called three-way matching, and it catches short deliveries, price changes and duplicate bills before money goes out.

If you are the vendor receiving a PO, put its number in the PO number field of your invoice. If you need to price the job first, send a quote.

Questions people ask

Is the purchase order generator free?

Yes. No sign-up, no watermark, and your POs are saved only in your browser.

Is a purchase order legally binding?

Once the vendor accepts it, a PO is often treated as a contract for that order. Rules vary, so include your key terms and check locally for large purchases.

How should I number purchase orders?

Use a unique, sequential series such as PO-0001. The number counts on automatically each time you click New.

Who signs a purchase order?

The person with authority to approve the spending. The PDF has an “Authorized by” line, and the requester goes in “Requested by”.

Can I send a PO to a vendor in another country?

Yes. Use any currency and set the document language to English, Japanese, Spanish or German.

Where do I keep my purchase orders?

They are listed in My documents, where you can search them, export a CSV, or export a backup to another device.

Free Purchase Order Generator

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