Purchase Order Generator
Items to Purchase
Free Purchase Order Generator
A purchase order (PO) is the document a business sends to a supplier to formally request goods or services at agreed prices and quantities. Once accepted, it becomes a binding commitment for both sides — helping you track spending, avoid pricing disputes, and keep a clear paper trail for accounting. This tool creates a professional purchase order in your browser, ready to download as a PDF or print.
How to create a purchase order
- Enter your business details and the supplier's information.
- Add a unique PO number and issue date.
- List each item or service with quantity and unit price.
- Include tax and any agreed discount.
- Download as PDF or print, then send it to your supplier for confirmation.
Purchase order vs. invoice: who sends what
A purchase order flows in the opposite direction to an invoice. The buyer creates and sends the PO to request goods or services at agreed prices; once the supplier accepts it, the PO becomes a binding order. After the goods are delivered, the supplier sends an invoice back — referencing the same PO number — to request payment. Matching the two documents is how businesses avoid paying for anything they did not order.
- Give every PO a unique number — the supplier will quote it on the invoice so the two can be matched.
- Specify the delivery date and shipping address to avoid back-and-forth with the supplier.
- State the agreed unit prices, quantities, and payment terms up front to prevent disputes later.
- Keep a copy so you can run a three-way match between the PO, the delivery note, and the final invoice.
Frequently asked questions
What is a purchase order?
A purchase order is a document a buyer sends to a supplier to formally request goods or services at agreed prices and quantities. Once the supplier accepts it, it becomes a binding agreement between both parties. Read our purchase order guide.
Is this purchase order generator free?
Yes, it's completely free, works in your browser, and requires no signup.
What's the difference between a purchase order and an invoice?
A purchase order is issued by the buyer before delivery to request goods; an invoice is issued by the seller after delivery to request payment.
Do small businesses need purchase orders?
Purchase orders are useful for any business that wants a clear paper trail of what was ordered, at what price, and when — helpful for budgeting and avoiding disputes with suppliers.
Who creates a purchase order — the buyer or the seller?
The buyer creates and issues the purchase order to the supplier. The supplier responds with an invoice once the order is fulfilled.
Is a purchase order legally binding?
A purchase order becomes a binding contract once the supplier accepts it. Until then, it is an offer to buy at the stated terms.
What should a purchase order include?
A complete PO lists a unique PO number, the buyer and supplier details, an itemised list of goods or services with quantities and agreed prices, the delivery date and address, and the payment terms.
Do I need a PO number?
Yes — the PO number links the order to its delivery note and invoice, which is essential for approving payments and keeping clean records.