Free Purchase Order Generator
Create a professional purchase order in seconds — perfect for freelancers, small businesses, and anyone who needs to formally request goods or services from a supplier. 100% free, no signup, nothing stored on our servers.
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Our PDF builder handles purchase orders, invoices, and receipts from the same clean form. Set the document type, add line items, and download — fully in your browser.
Open the generatorWhat is a purchase order?
A purchase order (PO) is a formal document a buyer sends to a supplier to request specific goods or services at an agreed price. Once the supplier accepts the PO, it becomes a legally binding contract. POs give both sides a clean paper trail, make procurement easier to audit, and prevent "I thought we agreed on..." disputes.
When should you issue a purchase order?
- Ordering materials, equipment, or stock from a supplier
- Engaging a subcontractor for defined scope (e.g. a designer hiring a copywriter)
- Buying services where your accounting team requires a PO reference
- Large one-off orders where a handshake isn't enough documentation
- Any purchase that needs manager approval before the vendor starts work
What every purchase order must include
- "Purchase Order" clearly labeled at the top
- A unique PO number (e.g. PO-2026-001) — suppliers will quote this on their invoice
- Your (buyer) business name, address, and contact
- Supplier (vendor) business name and address
- Issue date and required delivery/completion date
- Itemized list — description, quantity, unit price, line total
- Subtotal, taxes, shipping, and grand total
- Payment terms (e.g. Net 30 after delivery)
- Shipping or delivery address if different from billing
- Authorized signature or approver name
Purchase order vs invoice — who sends what?
| Document | Who sends it? | When |
|---|---|---|
| Purchase order | Buyer → Supplier | Before work starts |
| Invoice | Supplier → Buyer | After work completes |
The invoice the supplier eventually sends should reference the PO number — that's how accounts payable matches the two documents. For more on invoice structure and payment terms, see how to create a professional invoice.
FAQ
Is a purchase order legally binding?
Once the supplier accepts it — yes. A PO is an offer; acceptance creates a contract. Both sides are then bound to the agreed terms, price, and delivery.
What's the difference between a PO and a proforma invoice?
A PO is sent by the buyer to request something. A proforma invoice is sent by the supplier to preview what will be billed. If you need the supplier-side document, use our proforma invoice generator instead.