A purchase order is a document a buyer sends to a vendor to order goods or services. It lists the items, quantities, agreed prices and a due date. The vendor uses it to confirm and fulfill the order. This free purchase order generator creates a PDF in your browser.
When to use a purchase order
Send a PO when you want a written record of an order before the vendor delivers. Common situations:
- A small business orders stock or supplies from a supplier.
- A company needs approval and a paper trail for spending.
- A buyer orders services from a contractor and wants the scope written down.
- A team orders in bulk and needs to match the order to an invoice later.
For the full picture, read the purchase orders guide. The purchase order vs invoice guide explains how the two differ.
What to include on a purchase order
The form maps to the fields vendors expect:
- Your business name, address and email under "From (your business)". You are the buyer.
- Vendor name and address under "Vendor".
- PO number, so both sides can quote it on later documents.
- Date of the order.
- Due date, which you can use as the expected delivery date.
- Currency, from 12 options.
- Line items: a description, quantity and unit price for each item ordered.
- Tax % per line if tax applies. Totals show the subtotal, tax and total.
- Notes for the delivery address, shipping terms, payment terms or a contact person.
The tool has no signature field. If your company needs an approval signature, print the PDF and sign it, or write the approver's name in Notes.
How to create a purchase order with this generator
- Fill in "From (your business)" with your name, address and email.
- Enter the vendor name and address under "Vendor".
- In "Document details", set the PO number, the date, the due date and the currency.
- Under "Line items", add a description, quantity and unit price for each item. Click "Add item" for more rows.
- Set the Tax % on each line where it applies.
- Use "Notes" for the delivery address, terms and any reference.
- Check the live preview.
- Click "Download PDF" and send it to the vendor.
Nothing is saved between visits. Keep the PDF in your own files.
Common mistakes
- No PO number. Without it, matching invoices to orders becomes hard.
- Unclear item descriptions. Include sizes, models or codes where they matter.
- Missing delivery details. State where and when the goods should arrive.
- Leaving prices out. Agree prices first, then write them on the PO.
- Ordering verbally only. A written PO avoids disputes about what was agreed.
- Losing the file. The tool keeps no copy, so save your PDF.
Purchase order vs sales order vs invoice
| Document | Created by | Purpose |
|---|---|---|
| Purchase order | Buyer | Places an order |
| Sales order | Seller | Confirms and tracks the order |
| Invoice | Seller | Requests payment |
The sales order vs purchase order guide goes deeper. If you are the seller, use the sales order generator to confirm what you received. When delivery is complete, the vendor can bill you with an invoice.
Related tools
The markup calculator helps you check pricing before you order for resale. Requirements for purchasing documents vary by country and company, so check with your accountant.
Keep the PO simple and consistent. Use one numbering style for every order, and send the PDF by email so the vendor has a written copy. When the invoice arrives, compare it with the PO line by line before you pay.
Frequently asked questions
- What is a purchase order?
- A purchase order, or PO, is a document a buyer sends to a vendor to order goods or services. It lists the items, quantities, agreed prices and the expected date. Once the vendor accepts it, it records what both sides agreed to before delivery.
- What should a purchase order include?
- Include the buyer details, the vendor details, a PO number, the date, the expected delivery or due date, a description of each item, quantities, unit prices, any tax and the total. Add delivery address and terms in Notes. Requirements vary by company.
- What is the difference between a purchase order and an invoice?
- A purchase order is sent by the buyer before delivery to place an order. An invoice is sent by the seller after delivery to ask for payment. The PO number is often quoted on the invoice so the buyer can match the two documents.
- Who creates a purchase order, the buyer or the seller?
- The buyer creates it. The buyer sends it to the vendor to place an order. The vendor then confirms the order, delivers the goods and sends an invoice. The vendor may also create a sales order on their side to track the same deal.
- Is a purchase order legally binding?
- It can be, once the vendor accepts it, but this depends on the country and on the terms. Do not rely on a PO alone for large or complex deals. Check with a legal adviser or accountant if you are unsure.
- Does the purchase order generator save my data?
- No. The tool runs in your browser and nothing you type is stored on our server. Your PO is not kept between visits. Download the PDF and keep your own copy before you close the page. The tool cannot recover it for you later, so save every order.