Free Purchase Order Generator Online
Create professional purchase orders in minutes. Add vendor details, a separate delivery address, line items, shipping terms, and expected delivery date — then export a clean PDF to send to your supplier. No sign-up, 100% free.
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Everything You Need to Order Professionally
A complete purchase order tool built for businesses, contractors, and procurement teams.
Professional PDF Export
Generate a clean, print-ready purchase order PDF in one click. Includes your company details, vendor info, delivery address, itemized order, and shipping terms. Ready to send immediately.
Separate Delivery Address
Set a ship-to address that is different from your company address. Useful when ordering for a project site, warehouse, or client location separate from your billing address.
Vendor / Supplier Details
Store your vendor or supplier contact information — name, address, email, phone, and vendor reference. All vendor details appear clearly on the PO so suppliers know exactly who to fulfill the order for.
Expected Delivery Date
Set the date by which you need the goods or services delivered. The delivery date appears prominently on the PDF to communicate your timeline clearly to the supplier.
Shipping Terms
Specify shipping terms such as FOB Origin, FOB Destination, CIF, or your own custom terms. Shipping terms define who bears responsibility for goods during transit.
Tax & Discount
Apply a tax rate and discount (percentage or flat amount) to the order total. All calculations update in real time and appear as separate line items on the PO.
30+ Currencies
Issue purchase orders in any major world currency — USD, EUR, GBP, MYR, SGD, INR, AED and many more. The correct currency symbol appears throughout the document.
Auto-Save & PO Numbering
Your purchase order saves automatically as you type. PO numbers increment automatically (PO-0001, PO-0002) giving every order a unique reference for tracking and reconciliation.
100% Private
All data — your company details, vendor info, and order pricing — is processed entirely in your browser. Nothing is sent to any server. Works fully offline after first load.
Who Uses This Tool?
Anyone who needs to formally authorise a purchase and communicate it to a supplier.
Small Businesses
Issue formal purchase orders to suppliers for inventory, equipment, or services. Keep a documented paper trail for accounting and reconciliation.
Contractors
Order materials and subcontractor services for construction or renovation projects. Specify delivery dates and ship-to addresses for project sites.
Freelancers
Purchase software licences, tools, or outsourced work formally. A PO helps you track spending and gives vendors a reference number for their invoice.
Procurement Teams
Create structured purchase orders for vendor management. Consistent PO formatting makes it easier to match supplier invoices during accounts payable.
Frequently Asked Questions
What is a purchase order and when do I use one?
A purchase order (PO) is a formal document sent from a buyer to a supplier, authorising the purchase of specific goods or services at agreed prices. You use a PO when you want to create a formal record of what you are ordering, from whom, at what price, and when you need it. It protects both parties — the buyer has a documented commitment, and the supplier has written authorisation to proceed and deliver.
What is the difference between a purchase order and an invoice?
A purchase order comes first — it is sent by the buyer to the supplier before goods are delivered. An invoice comes after — it is sent by the supplier to the buyer requesting payment for goods or services already delivered. The PO number on an invoice is how buyers match supplier invoices back to their original purchase orders during accounts payable processing.
What is the difference between a purchase order and a quote?
A quote is sent by a supplier to a potential buyer, proposing to sell goods or services at certain prices. A purchase order is sent by the buyer to the supplier to formally accept and authorise that purchase. In many cases, a PO is issued in response to a quote — the quote comes first, and the PO is how the buyer says "yes, proceed on these terms".
What does the ship-to address field do?
The ship-to address is where you want the goods physically delivered. This is separate from your company billing address. For example, a business may order from a vendor and have goods delivered directly to a construction site, warehouse, or client location. Including a clear ship-to address on the PO prevents delivery errors and confusion.
What are shipping terms like FOB?
Shipping terms define who is responsible for goods during transit and who bears the cost of shipping. FOB Origin (Free On Board Origin) means the buyer takes ownership and responsibility once goods leave the vendor's location. FOB Destination means the vendor retains responsibility until goods arrive at the delivery address. CIF (Cost, Insurance, Freight) means the vendor covers cost, insurance, and freight to the destination port. Choose the term that matches your agreement with the vendor, or use "As Agreed" if terms are covered separately.
Is my purchase order data saved?
Yes. Your PO saves automatically to your browser local storage as you type — including company details, vendor info, and the current order. Your company information persists between sessions so you do not need to re-enter it for every new PO. All data stays in your browser and is never sent to any server.
Can I include tax on a purchase order?
Yes. Enter a tax rate percentage and it is applied to the after-discount subtotal. The PO shows tax as a separate line item. Whether to include tax on a PO depends on your jurisdiction and the nature of the purchase — your accountant or tax advisor can advise on the correct treatment for your specific situation.
How do I track my purchase orders?
Each PO gets a unique auto-incrementing reference number (PO-0001, PO-0002, etc.) that you can use to track orders. When the supplier sends an invoice, they should quote your PO number so you can match the invoice to the original order. For full procurement tracking, keep copies of your exported PDFs organised by PO number.
The Complete Guide to Purchase Orders for Small Businesses
A purchase order is one of the most important documents in business procurement, yet many small businesses and freelancers skip them entirely — relying on emails or verbal agreements instead. This creates risk for both buyer and supplier. A formal purchase order creates a clear, documented record of what was ordered, at what price, and when it is needed, significantly reducing disputes and miscommunication.
How the Purchase Order Process Works
The typical PO process starts when a buyer identifies a need and selects a supplier — often after receiving and accepting a quote. The buyer issues a purchase order specifying the goods or services, quantities, agreed prices, delivery address, and required delivery date. The supplier receives the PO, confirms they can fulfill it, and proceeds with delivery. Once goods are delivered, the supplier issues an invoice quoting the PO number. The buyer matches the invoice to the original PO — a process called three-way matching — and approves payment. This structured flow keeps procurement organised and auditable.
Why PO Numbers Matter for Accounting
The PO number is the thread that connects your purchase order, the supplier invoice, and your payment record. When a supplier invoices you, they should always quote your PO number on the invoice. This allows your accounts payable team — or you, if you are a solo operator — to match the invoice back to the original approved order, verify that quantities and prices match, and confirm that goods were actually received before approving payment. Without a PO number system, invoice reconciliation becomes time-consuming and error-prone. Auto-incrementing PO numbers like PO-0001, PO-0002 give you a simple, auditable reference system from day one.
Understanding Shipping Terms on a Purchase Order
Shipping terms define exactly who bears responsibility for goods during transit and who pays for freight. FOB Origin (also called FOB Shipping Point) means the buyer takes ownership of goods the moment they leave the supplier warehouse — if goods are lost or damaged in transit, it is the buyer who must claim against the carrier. FOB Destination means the supplier retains ownership until goods arrive at the delivery address — making the supplier responsible for transit risk. CIF (Cost, Insurance, Freight) is common in international trade and means the supplier covers all costs to bring goods to the destination port. Getting shipping terms right on your PO protects you financially and clarifies expectations before problems arise.
Purchase Orders vs Invoices vs Quotes: The Full Picture
Understanding how these three documents relate to each other is fundamental to running a professional business operation. A quote is sent by a supplier to a potential buyer, proposing to sell goods or services at certain prices — it is an offer. A purchase order is sent by the buyer to the supplier to formally accept and authorise that purchase — it is the acceptance. An invoice is sent by the supplier after delivery, requesting payment for goods or services provided — it is the bill. Together, these three documents create a complete paper trail from initial pricing through authorisation to final payment, giving both parties legal and financial protection at every step of the transaction.