Free Purchase Order Generator — Create a PDF Purchase Order
Create a numbered purchase order with buyer, vendor, ship-to address, line items and delivery date, and download it as a PDF. No account needed.
Remembered in this browser for next time.
Your Company Inc. 802 Stonehaven Ave Newmarket, ON L3X 2G2 billing@yourcompany.com HST # 123456789 RT0001
Client Name Client Company 123 Main Street Toronto, ON M5V 1A1
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Website design and development | 1 | $4,500.00 | $4,500.00 |
| Content migration (per page) | 12 | $60.00 | $720.00 |
Please quote the PO number on your invoice and delivery documents. Invoices without a PO number may be delayed.
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This free purchase order generator produces a numbered PDF purchase order: your company as the buyer, the vendor, an optional ship-to address, what you are ordering with quantity and unit price, tax, the total and a deliver-by date. It is for small businesses that want orders on paper, with a PO number the supplier quotes back on the invoice, without buying procurement software.
It runs on the same engine as our invoice generator, so the layout and arithmetic are the same and nothing is uploaded: the PDF is built in your browser. It does not route orders for approval, track receipts of goods or match invoices automatically; once you need those, a purchasing module in your accounting software earns its cost.
How to use
- Enter your company in Buyer. It is remembered in this browser.
- Enter the supplier's details in Vendor, and a Ship to address if goods go somewhere other than the buyer address.
- Set the PO number, the order date and the Deliver by date.
- Add each item with quantity and unit price, plus tax and any agreed discount.
- Edit the delivery and invoicing terms in Notes, then download the PDF or print it and send it to the vendor.
Frequently asked questions
What is a purchase order?
A purchase order (PO) is a document a buyer sends to a supplier listing what they want to buy, the quantities, agreed prices, delivery date and terms. When the supplier accepts it, it usually becomes a binding agreement. The supplier then quotes the PO number on the invoice so the buyer can match the bill to what was ordered.
What is the difference between a purchase order and an invoice?
The buyer issues the purchase order before the goods or services are supplied; the seller issues the invoice afterwards to request payment. Checking an invoice against its PO and the delivery note (the three-way match) is the basic control that stops paying for things that were never ordered or never arrived.
What should a purchase order include?
A unique PO number, the order date, buyer and vendor names and addresses, the ship-to address if different, each item with description, quantity and unit price, tax, the total, the required delivery date, and payment and delivery terms. Include the vendor's quote number in the notes if the order is based on a quote.
How should I number purchase orders?
Use one sequence that never repeats, such as PO-2026-001 and up, separate from your invoice and quote sequences. If an order changes, issue a revised PO (PO-2026-014-R1) or a change order rather than editing the original, so both sides can see what was agreed when.
Is anything uploaded?
No. The purchase order is built in your browser with an open-source PDF library and nothing is sent to a server. Your company details, tax settings and notes are kept in local storage on this device so the next order is faster.
When a small business needs purchase orders
You need POs when more than one person can commit the company to spending, when suppliers deliver in batches against a larger order, or when you are buying on credit terms and want the invoice to match an agreed price. A PO written before ordering also settles disputes about price and quantity before they start: the supplier accepted the numbers on the page.
Below that, for one owner buying occasional supplies by card, a PO adds paperwork without much control. The receipt or invoice is the record.
Purchase order, quote, invoice, receipt: the order of documents
• Quote (or estimate): the seller offers a price.
• Purchase order: the buyer orders at that price, with a PO number.
• Invoice: the seller bills, quoting the PO number.
• Receipt: the seller confirms the payment was received.
All four can be made with the same form on this site; switch the document type at the top.
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