What Is a Purchase Order?
A purchase order, often called a PO, is a document a buyer sends to a supplier to request goods or services. It lists what the buyer wants to purchase, the quantities, the agreed prices, and the delivery details. Once the supplier accepts it, the purchase order becomes a record of the agreement between both sides.
Businesses use purchase orders to control spending, avoid misunderstandings, and keep their records in order. A written PO means the supplier knows exactly what to deliver and the buyer knows exactly what they will be charged. It also gives your accounting team a reference to match against the supplier's invoice later.
What Is a Purchase Order Generator?
A purchase order generator is an online tool that builds a PO for you. Instead of searching for a purchase order form and editing it by hand, you fill in a few fields and the tool creates a neat, ready-to-send document with all the totals calculated.
Our free purchase order maker is designed for small businesses, contractors, shops, offices, and procurement teams who need to create a purchase order quickly and consistently. It runs in your browser, so there is nothing to install and no account to create.
How to Create a Purchase Order Online
Learning how to create a purchase order takes only a few minutes. Follow these six steps.
- Add your business details. Upload your logo and enter your company name, address, phone number, and email so the supplier knows who is placing the order.
- Enter the supplier and delivery details. Use the Bill To and Ship To sections for the supplier, billing, and delivery information. Then set the PO number and the order date.
- List the items you want to buy. Add each product or service as a line item with a description, quantity, and unit price. The amount for each line is calculated automatically.
- Apply tax, discount, and shipping. Use a percentage or a flat amount for each. The subtotal and total update as you type.
- Add notes and terms. State the delivery date, payment terms, shipping method, quality requirements, and any special instructions.
- Download your purchase order. Export it as a PDF, PNG, or JPG and send it to the supplier by email, or print it.
Why Use Our Free Purchase Order Template?
Faster Than a Spreadsheet or Word File
Rebuilding a PO format every time you place an order wastes time. Here, the layout is already designed, so you only type what is specific to the order. Every purchase order you send looks consistent and professional.
Accurate, Automatic Calculations
Quantities, unit prices, subtotal, discounts, tax, and shipping are calculated as you type. This removes the arithmetic mistakes that can cause disputes with suppliers and delays in payment.
150+ Currencies
Order from suppliers anywhere in the world in USD, EUR, GBP, PKR, INR, AED, SAR, CAD, AUD, and many more. Switch currency at any time and every amount updates to match.
Private by Design
Your supplier names, prices, and notes are processed inside your browser. We do not upload your purchase order data to a server.
Bulk Purchase Orders From a CSV File
Need to issue many orders at once? Download the sample CSV, fill in your data, and import it. You can then move through each purchase order and download them all together as a ZIP file.
Free With No Watermark
Create as many purchase orders as you need with no account, no trial period, and no watermark on the finished document.
Purchase Order Format: What to Include
If you are looking for the right PO format, make sure every purchase order includes these details. This also answers the common question, "What does a purchase order look like?"
- Your company details: Name, logo, address, and contact information.
- PO number: A unique number for every order, so it can be tracked.
- Order date and delivery date: The dates the order is placed and expected to arrive.
- Supplier details: Name, address, and contact person.
- Ship To address: Where the goods should be delivered.
- Itemized list: Description, quantity, unit price, and line amount.
- Totals: Subtotal, discount, tax, shipping, and the final total.
- Payment terms: For example, net 30 days or payment on delivery.
- Notes and conditions: Packaging, quality standards, return policy, or special instructions.
Our generator follows this structure from top to bottom, so you only fill in the details.
Purchase Order Example
Here is a simple purchase order sample showing the line items for an office supply order:
| Item | Quantity | Rate | Amount |
|---|---|---|---|
| A4 copy paper, box of 5 reams | 20 | $24.00 | $480.00 |
| Ballpoint pens, pack of 50 | 10 | $9.00 | $90.00 |
| Desk organizers | 8 | $15.00 | $120.00 |
| Subtotal | $690.00 | ||
Add the sales tax and shipping cost, and the generator calculates the final total. In the notes you could write: "Deliver by 15 November. Payment terms: net 30 days from receipt of goods. Please quote the PO number on your invoice."
A Purchase Order Form for Every Type of Business
One flexible layout works across many industries. Change the line items and notes to match what you buy.
Small businesses and shops. Reorder stock from your suppliers with a clear PO that lists each product, quantity, and agreed price.
Contractors and builders. Use it as a construction purchase order template to order materials, equipment hire, or subcontracted work for a project. Add the job name or site address in the notes.
Offices and procurement teams. Standardize purchasing across departments with one consistent procurement order form, and keep every PO number in sequence.
Restaurants and cafes. Order ingredients, packaging, and cleaning supplies from regular vendors on a set schedule.
Manufacturers. Request raw materials and components with specific quantities, delivery dates, and quality requirements.
Freelancers and agencies. Place orders with printers, designers, or other contractors and keep a written record of the agreed price.
Purchase Order vs. Invoice vs. Quote: What Is the Difference?
These documents are linked, but each one does a different job.
| Document | Who sends it | When | Purpose |
|---|---|---|---|
| Quote | Seller | Before the order | Offers a price |
| Purchase order | Buyer | After accepting the quote | Requests the goods or services |
| Invoice | Seller | After delivery or at a milestone | Requests payment |
| Receipt | Seller | After payment | Confirms payment was received |
A typical purchase cycle works like this. The supplier sends a quote, and you accept it by sending a purchase order. The supplier delivers the goods and sends an invoice. Once you pay, they confirm it with a receipt. If you are the seller and need to price a job first, you can use our Estimate Generator.
A customer purchase order works the same way from the seller's side. When a customer sends you a PO, it is their formal request for your goods or services, and it is the document you should reference on your invoice.
Tips for Creating Better Purchase Orders
- Use unique PO numbers. A simple running number makes each order easy to find and prevents duplicates.
- Be specific. Describe each item clearly, with sizes, models, or part numbers where relevant, so the supplier delivers exactly what you need.
- Confirm prices before you send. Match the unit prices to the supplier's quote so there are no surprises on the invoice.
- State delivery requirements. Include the delivery date, address, and any receiving hours.
- Set payment terms. Say whether you pay on delivery or within a set number of days.
- Ask the supplier to reference the PO number. This helps your accounts team match invoices to orders quickly.
- Keep copies. Save a PDF of every purchase order with its number in the file name.
- Get acceptance in writing. A short email reply from the supplier confirming the order creates a clear written record of the agreement.
Purchase Order Generator vs. Excel and Word Templates
Many people search for a purchase order template in Excel or Word. Those files give you a fixed layout that you must edit and recalculate yourself. If you change a quantity or add a line, you have to check your formulas again, and the layout can break when the document is shared.
A purchase order generator removes that work. The totals are calculated for you, the document is formatted automatically, and you can change the currency or download a fresh PDF in seconds. You can open the tool on a laptop at the office or on your phone at a warehouse, create the order, and send it right away.
Who Uses an Online Purchase Order Maker?
Small business owners, purchasing managers, office administrators, contractors, store managers, restaurant owners, manufacturers, freelancers, and non-profit organizations all use purchase orders to control what they buy. If you have been looking for a free purchase order template or a simple PO generator that works without installing software, this tool is built for you.
Frequently Asked Questions
1. Is this purchase order template free?
Yes. You can create unlimited purchase orders at no cost, with no watermark, no subscription, and no hidden limits.
2. How do I create a purchase order?
Add your business details, enter the supplier and delivery information, list each item with a quantity and unit price, apply any tax or shipping, add your terms, and download the PDF. The totals are calculated automatically.
3. What should be included in a purchase order?
Include your company details, a unique PO number, the date, supplier information, the delivery address, an itemized list with quantities and prices, totals, payment terms, and delivery instructions.
4. What is the difference between a purchase order and an invoice?
A purchase order is sent by the buyer to request goods or services. An invoice is sent by the seller afterward to request payment.
5. Can I use this as a construction purchase order template?
Yes. List materials, equipment, and services as separate line items, and add the project name, site address, and delivery schedule in the notes.
6. Can I add my logo?
Yes. Click "Add Your Logo" at the top left of the purchase order to upload your company logo.
7. Which file formats can I download?
You can download your purchase order as a PDF (recommended and print-ready), a PNG image, or a JPG image.
8. How do I change the currency?
Use the currency selector to choose from more than 150 currencies. All amounts update instantly.
9. Can I create many purchase orders at once?
Yes. Download the sample CSV, add your data, and use Import CSV. You can browse each purchase order and download them all as a ZIP file.
10. Do I need a PO number?
Yes. A unique PO number is the key reference that links the order, the supplier's invoice, and your payment records. Use a simple running sequence.
11. Is my data safe?
Your information is processed in your browser and is not uploaded to our servers.
12. Do I need to sign up?
No. You can create and download purchase orders without an account.
Create Your Purchase Order Now
Ready to place an order? Fill in the purchase order above and download your professional PDF in under a minute. Need other documents? Try our Quote Template, Invoice Generator, Receipt Generator, or Estimate Generator.