Create purchase orders in minutes
A purchase order (PO) is the document a buyer sends to a supplier to order goods or services at agreed prices. It protects both sides: the supplier knows exactly what to deliver and the buyer has a record of what was ordered. This free purchase order generator creates POs with automatic numbering, saved suppliers and a live multi-page A4 preview.
How to make a purchase order
- Add your company details and logo.
- Choose a saved supplier or add a new one.
- Add items — or paste them straight from Excel — with quantity, unit price, discount and tax.
- Add delivery address, delivery date, payment terms and shipping.
- Sign and download the PDF, or export CSV for your records.
What to include on a PO
- PO number and date
- Buyer and supplier details
- Item descriptions, SKUs, quantities and unit prices
- Discounts, taxes, shipping and total
- Delivery address and required delivery date
- Payment terms (e.g. 30 days after delivery)
- Authorised signature
The purchase process
Buyer sends a PO → supplier delivers with a delivery note → supplier sends an invoice that references the PO number → buyer checks the invoice against the PO and pays → supplier issues a receipt. Matching the PO, delivery and invoice prevents paying for the wrong items or prices.
Selling instead of buying? Use the quotation generator and invoice generator for your own customers.
Why use a purchase order?
A purchase order (PO) is what you send to a supplier to order goods or services. It sets the price, quantity, delivery date and terms in writing before the supplier delivers — so there are no arguments later about what was ordered.
What to include
- A PO number (PO-2026-001) that the supplier must quote on their invoice.
- Supplier name and contact, and your company details.
- Delivery address if goods go to a warehouse or site rather than your office.
- Items with specification, quantity and agreed unit price.
- Delivery date and payment terms (for example 30 days after delivery).
- Who approved the order, with signature.
Useful terms
Add standard lines with one click: quote the PO number on invoices, goods must match the specification, deliveries outside the agreed time may be refused, and damaged items will be returned.
Keep control of spending
- Match three documents before paying: the PO, the delivery note and the supplier’s invoice.
- Duplicate a PO for repeat orders and change only the quantities.
- Save suppliers so their details fill in automatically.