Free sales order generator

A sales order is a document a seller creates to confirm a customer's order. It records the items, quantities, prices and the date the customer expects delivery or payment. Both sides then work from the same details. This free sales order generator makes a PDF in your browser.

When to use a sales order

Use a sales order when a customer has agreed to buy and you want to confirm the details in writing. Typical cases:

• A customer sends a purchase order and you want to confirm it back.
• A phone or email order needs a clear written record.
• You take orders for goods that ship later, and you need to track what is owed.
• A custom order has details that both sides must agree on.
• You want a single document that your team can use for picking, packing and billing.

The sales order sits between the quote and the invoice. The sales order vs purchase order guide shows who creates which document. The estimate to paid invoice guide shows the whole path.

What to include on a sales order

The form fields map to the details customers and warehouse staff need:

• Your business name, address and email under "From (your business)".
• Customer name and address under "Billed to".
• Sales order number, so you can find the order later.
• Date the order is confirmed.
• Due date, which you can use as the expected delivery or payment date.
• Currency, from 12 options.
• Line items: description, quantity and unit price.
• Tax % per line where tax applies. Totals show the subtotal, tax and total.
• Notes for the customer's PO number, shipping address, delivery terms or payment terms.

The generator has no signature field and no discount field. Put customer approval wording in Notes, or have the customer sign the printed PDF.

How to create a sales order with this generator

1. Fill in "From (your business)": name, address and email.
2. Under "Billed to", enter the customer name and address.
3. In "Document details", enter the sales order number, the date, the due date and the currency.
4. Under "Line items", add a description, quantity and unit price for each item. Click "Add item" for more rows, or "Remove item" to delete one.
5. Enter the Tax % on lines where it applies.
6. In "Notes", write the customer's PO number, the shipping address and any terms.
7. Check the live preview.
8. Click "Download PDF" and send it to the customer.

Nothing is stored between visits. Save the PDF for your own records.

Common mistakes

• Skipping the order number. You need it to match shipments and invoices.
• Leaving out the customer's PO number. Many buyers expect to see their own reference.
• Unclear quantities. Say exactly how many units, and in what size or version.
• No delivery date. Customers and your team both need a target.
• Confusing it with an invoice. A sales order does not request payment by itself.
• Not saving the file. The tool stores nothing, so keep each PDF.

Sales order vs invoice

	Sales order	Invoice
Purpose	Confirms an order	Requests payment
Timing	Before delivery	After or at delivery
Used by	Seller and customer	Customer and accounts team

When the goods ship, create an invoice from the same line items. If you received a buyer's order, compare it with their purchase order. If the customer has not committed yet, send a quote first. For shipping paperwork, see the packing slip vs delivery note guide. Requirements vary by country, so check with your accountant.