Free purchase order generator, printable PO template.
Free purchase order generator and PO maker. Create a PO online: add items, quantities and delivery dates, then download a clean PDF. No signup.
A purchase order generator lets a buyer create a clear order to send a vendor, listing the goods, quantities, agreed prices and delivery date. Fill it in, preview live, and download a professional PO as a PDF in your browser, free and without signup.
Last updated October 2026. General guidance for buyers and small businesses, not legal advice.
When to use it
For buyers authorising an order before goods ship. Send a PO so the vendor knows exactly what you want, at what price and by when, then match their invoice against it.
| What you can do | Detail |
|---|---|
| List what you’re ordering | Items, quantities and unit prices |
| Set a PO number | For the vendor to quote on their invoice |
| Delivery date | When you need it by |
| Payment terms | For example, Net 30 |
| Download a clean PDF | No signup |
What should a purchase order include?
A PO works only if the vendor can act on it without calling you for details. These are the fields to fill in.
| Field | What to write | Why it matters |
|---|---|---|
| PO number | A unique number such as PO-2026-0142 | The vendor quotes it on the invoice so you can match the two |
| Issue date and delivery date | For example 3 June and 17 June | Sets the deadline you are holding the vendor to |
| Buyer details | Company name, billing address, delivery address and a contact person | Tells the vendor where to ship and where to send the invoice |
| Vendor details | Supplier name, address and contact | Shows who you are ordering from |
| Item lines | Description, SKU or part number, quantity and unit price | Records exactly what was agreed |
| Tax and shipping | The tax rate and any delivery charge | Prevents surprises when the invoice arrives |
| Total | The sum of all lines, tax and shipping | The spend you are authorising |
| Payment terms | For example Net 30 from delivery | States when the vendor will be paid |
| Delivery terms | Delivery method and who pays freight | Settles who is responsible if goods are damaged or late |
| Approval | Name and signature of the person authorising the order | Gives you an internal record of who approved the spend |
Which type of purchase order do you need?
| Type | Use it when |
|---|---|
| Standard PO | You are placing a one-off order and know every detail |
| Planned PO | You know the items and quantities but not the exact delivery dates |
| Blanket PO | You buy the same things repeatedly over a period at agreed prices, such as monthly packaging |
| Contract PO | An umbrella agreement sets the terms and individual orders are placed against it |
Most small businesses only ever need a standard PO. This generator creates one in a few minutes.
How should you number purchase orders?
Use one running sequence and never reuse a number. A simple format is PO, then the year, then a sequence, as in PO-2026-0142. Larger teams sometimes add a department code. Whatever format you pick, the number must appear on the vendor’s invoice and delivery note so the three documents can be matched later.
How does a purchase order fit into the buying process?
- You ask the vendor for a quote.
- You issue a PO that matches the quote.
- The vendor confirms the order, which is when it becomes binding.
- The goods arrive with a delivery note.
- The vendor sends an invoice that quotes your PO number.
- You compare the PO, the delivery note and the invoice. Accountants call this a three-way match: what you ordered, what arrived and what you were billed all agree.
- You pay on the agreed terms.
What terms can you add to a purchase order?
- Payment terms and the due date, for example Net 30 from delivery.
- A required delivery date and what happens if the goods arrive late.
- How the vendor accepts the order, ideally in writing.
- Rules for changes and cancellation, such as written agreement from both sides.
- What happens to damaged or incorrect goods.
A PO becomes a binding agreement once the vendor accepts it. For large orders, have a lawyer review your standard terms.
A worked example
A cafe orders packaging from a supplier. PO number 2026-0142, issued 3 June, delivery needed by 17 June. Takeaway cups, 4,000 at $0.09, $360.00. Lids, 4,000 at $0.04, $160.00. Napkins, 20 packs at $6.50, $130.00. Subtotal $650.00, tax at 7% $45.50, total $695.50. Payment terms Net 30 from delivery.
When the supplier ships, their invoice should reference PO 2026-0142 and match these same figures. That match is the entire point of raising a PO first: if the invoice arrives higher, the mismatch is caught immediately instead of discovered after payment.
Which purchase order mistakes cost money?
- Ordering by phone or message with no PO, so nobody can prove what was agreed.
- Leaving off the PO number, which makes the invoice hard to match.
- Vague item descriptions that the vendor can read two ways.
- No delivery date, so late goods are hard to dispute.
- Leaving out unit prices and relying on a verbal quote.
- Changing an accepted PO without telling the vendor. Send a revised PO that quotes the original number.
- No named approver, so nobody is accountable for the spend.
Purchase order or invoice
A purchase order comes from the buyer, before the goods ship, and authorises the order. An invoice comes from the seller, after the goods ship, and requests payment. Confusing the two is common: if you are the one paying for something before it arrives, you want a PO; if you are the one owed money for something already delivered, you want an invoice. More detail in purchase order vs invoice.
Prefer a file or a walkthrough?
You can also grab a free purchase order template, see a purchase order example, and read what is a purchase order.
Frequently asked questions
What is a purchase order?
A purchase order (PO) is a commercial document a buyer issues to a vendor to formally request goods or services. It lists the items, quantities, agreed prices, delivery details and terms. Once the vendor accepts it, the PO becomes a legally binding agreement.
What is the difference between a purchase order and an invoice?
A purchase order is created by the buyer at the start of a transaction to request goods or services. An invoice is created by the seller after delivery to request payment. The PO comes first; the invoice comes last and references the PO number.
Is a purchase order legally binding?
A purchase order becomes a legally binding contract once the vendor accepts it. Until then it is an offer to buy. Including clear terms, quantities and prices makes the agreement enforceable for both parties.
What should a purchase order include?
A purchase order should include a unique PO number, the issue date and delivery date, buyer and vendor details, an itemized list of goods/services with quantities and unit prices, applicable taxes, the total amount, delivery address, payment terms and an authorization.
What are the main types of purchase orders?
The four common types are: Standard PO (one-off order with full details), Planned PO (known items with estimated delivery dates), Blanket PO (multiple deliveries over a period at agreed prices), and Contract PO (an umbrella agreement individual orders are placed against).
How does the purchase order process work?
The typical flow is: the buyer requests a quote, issues a PO, the vendor confirms it, the goods or services are delivered, the vendor sends an invoice referencing the PO, and the buyer pays. The PO ties the whole procurement cycle together.
Who uses purchase orders?
Purchase orders are used by businesses of every size, procurement teams, retailers restocking inventory, and any buyer who wants a clear, trackable record of what was ordered, at what price, and when it should arrive.
Is the purchase order generator free?
Yes, it is completely free with no signup, no watermark and unlimited purchase orders. Your data stays in your browser.
How do I number a purchase order?
Use a single running sequence and never reuse a number. A common format is PO, the year and a sequence, such as PO-2026-0142. The number should appear on the vendor invoice so the two documents can be matched.
Can I change or cancel a purchase order after sending it?
Before the vendor accepts it, you can usually withdraw or change it. After acceptance, changes normally need written agreement from both sides, so send a revised PO that quotes the original number.
Do small businesses need purchase orders?
They are not usually required by law, but they help any business that orders from suppliers regularly. A PO gives you a written record of price, quantity and delivery date, and makes it easy to check the invoice before you pay.
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