Purchase Order Generator
Fill in the order, watch the preview update, then download a clean PDF to send to your supplier. Nothing here is uploaded — the PDF is built entirely in your browser.
Buyer (your business)
Vendor
Ship to
Order details
Items ordered
Tax, shipping & notes
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| — | 1 | $0.00 | $0.00 |
How it works
Enter your business under "Buyer" and the supplier under "Vendor". Add a delivery address only if goods should go somewhere other than your own address.
Give the order a PO number, the order date, the date you need delivery by and the payment terms you agreed, such as Net 30.
List each item with quantity and agreed unit price, add tax and shipping if they apply, and download the PDF to send to the vendor.
Worked example
An office orders 20 boxes of copy paper at 24.90 and 5 toner cartridges at 61.00, with a 20% tax rate and 15.00 delivery:
| Line | Qty × unit price | Amount |
|---|---|---|
| Copy paper, box of 5 reams | 20 × 24.90 | 498.00 |
| Toner cartridge | 5 × 61.00 | 305.00 |
| Subtotal | 803.00 | |
| Tax 20% (on items) | 160.60 | |
| Shipping | 15.00 | |
| Total | 978.60 |
The generator calculates tax on the items only and adds shipping after tax. If delivery is taxable in your case, enter it as an item line instead of in the shipping field.
Common mistakes
- Not agreeing prices before sending the PO. The purchase order should confirm a price the supplier has quoted, not propose a new one.
- Missing delivery date or address. If goods go to a site or warehouse, fill in the separate delivery address.
- Not asking the supplier to quote the PO number on the invoice, which makes matching invoices to orders slow.
When not to use this generator
- Organisations whose procurement system must issue the PO (common in larger companies and the public sector).
- Orders that need signed contract terms; attach or reference the contract instead of relying on the notes field.
Frequently asked questions
What is a purchase order?
A document a buyer sends to a supplier to order goods or services. It lists what is being bought, quantities, agreed prices, delivery date and payment terms, and it gives the order a number both sides can refer to.
What is the difference between a purchase order and an invoice?
The buyer issues the purchase order before delivery to place the order. The supplier issues the invoice afterwards to ask for payment, usually quoting the PO number.
How should I number purchase orders?
Use a simple running sequence such as PO-001, PO-002, or add the year (PO-2026-001). What matters is that every number is used once so orders and invoices can be matched.
Is a purchase order legally binding?
Once the supplier accepts it, a purchase order generally forms a contract on the terms it states. The rules vary by country, so check local law for large or unusual orders.
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