Your business name
Purchase order
PO-0001
Supplier
—
| Description | Qty | Price | Amount |
|---|
- Subtotal
- $0.00
- Total
- $0.00
How to use the purchase order generator
- 1Enter your business as the buyer, and the supplier you are ordering from.
- 2Check the PO number and set the date you need the goods delivered by.
- 3List each item with the quantity and the price you agreed with the supplier.
- 4Add tax or shipping if the supplier charges them, and put the delivery address and payment terms in the notes.
- 5Click "Save as PDF or print" and send the PDF to your supplier.
What a purchase order is for
A purchase order (PO) is the buyer's written order to a supplier. It fixes what you are buying, how many, at what price and when it should arrive. When the supplier accepts it, it becomes the agreement both sides work from.
Sending a PO before goods arrive protects you from price changes and wrong quantities, and gives your bookkeeping a record to match the supplier's invoice against.
Matching the PO, delivery and invoice
Many businesses check three documents before paying a supplier: the purchase order, the delivery note and the supplier's invoice. If quantities and prices agree on all three, the invoice is paid. Quote the PO number on everything so the match is quick.
PO total = (Items − Discount) × (1 + Tax rate) + Shipping
When to use a purchase order
Small businesses often start using purchase orders when they buy from several suppliers, when more than one person orders stock, or when orders are large enough that a mistake would hurt. A written PO makes it clear who approved the spend and what was agreed.
Example purchase order
A café orders coffee beans and cups from its supplier, with delivery charged separately.
| Espresso beans 1 kg, 12 × $18.50 | $222.00 |
| Takeaway cups (box of 500), 2 × $34.00 | $68.00 |
| Subtotal | $290.00 |
| Shipping | $15.00 |
| PO total | $305.00 |
The supplier sees exactly what to send and the agreed prices, and the café has a record to check the invoice against.
Frequently asked questions
Is a purchase order legally binding?
Once the supplier accepts it, a purchase order is usually treated as a contract for the goods and prices on it. The exact rules depend on where you are, so for large orders check your terms with an adviser.
What is the difference between a purchase order and an invoice?
The buyer sends a purchase order to place an order. The supplier sends an invoice to ask for payment after the order is delivered. The invoice should quote your PO number.
How should I number purchase orders?
Use a simple running sequence such as PO-0001, PO-0002, and never reuse a number. Some businesses add the year, for example PO-2026-014.
Is this purchase order generator free?
Yes. No sign-up, no limits and no watermark. Your draft is saved only in this browser.