Free Purchase Order Generator

What a purchase order is and when to use one

A purchase order (PO) is a buyer's written commitment to purchase specific goods or services from a supplier at agreed quantities and prices. You issue it before the work or shipment happens, which is the opposite of an invoice. For US freelancers, contractors, and small businesses, a PO is useful any time you want a clear paper trail: ordering inventory or materials from a vendor, hiring a subcontractor for a defined scope, or buying equipment and supplies on credit terms. Once the supplier accepts it, the PO becomes a binding record both sides can reference. It also gives the seller a number to put on their invoice, which speeds up matching and payment later. Even sole proprietors benefit, because a PO sets expectations on price, quantity, and delivery before money changes hands.

What to include on a purchase order

A complete PO leaves no room for confusion. Start with a unique PO number and the order date at the top, then your business name, address, and contact details as the buyer, and the supplier's name and contact as the seller. Add a separate ship-to address if delivery differs from your billing address. The core is the line items: a description of each product or service, the quantity, the unit price, and the line total. Show a subtotal, any sales tax, shipping or handling, and the grand total in USD. Include the agreed delivery date, payment terms such as Net 30, and accepted payment methods. Add your Tax ID or EIN if the supplier needs it for their records, plus any notes covering shipping instructions or special conditions. A clear PO number is what links this order to the invoice you'll receive later.

How a purchase order differs from an invoice or receipt

These three documents mark different points in a transaction, and mixing them up causes payment delays. A purchase order comes first: the buyer creates it to request goods or services before anything is delivered or paid. An invoice comes next, created by the seller after delivering the order, requesting payment for what was supplied. A receipt comes last, issued by the seller as proof that payment was received. In short, the PO says "please send me this," the invoice says "here's what you owe," and the receipt says "you've paid." The PO number ties them together: the supplier references it on the invoice, and your accounting can match PO to invoice to receipt. If you need the other side of the transaction, Invoity also has free invoice and receipt generators that share the same PO number.

How to create a purchase order free on this page

You don't need accounting software or a paid subscription to issue a professional PO. Use the generator on this page to build one in a few minutes, completely free and with no signup. Enter your business details as the buyer and your supplier's information as the seller, then set a PO number and order date. Add a line for each item or service you're ordering with its quantity and unit price, and the subtotal, sales tax, and total calculate as you type. Set your delivery date, payment terms, and any notes for shipping or special instructions. When it looks right, download a clean PDF you can email straight to your supplier or keep for your records. Because it's a reusable template, you can issue a new PO for every order, just update the details and PO number each time.

How do I make a purchase order?

Start with a unique PO number, the order date, your business details as the buyer, and your supplier's details as the seller. List each item or service you're ordering with its quantity and unit price, then add the subtotal, sales tax, shipping, and total. Include the delivery date and payment terms. You can fill all of this in using the free generator on this page and download a PDF to send to your supplier.

Is a purchase order legally binding?

On its own, a purchase order is an offer to buy. It generally becomes a binding contract once the supplier accepts it, either by confirming the order in writing or by fulfilling it. To strengthen it, include clear terms such as quantities, prices in USD, delivery dates, and payment terms. For large or complex orders, many US businesses still sign a separate contract. If you're unsure about enforceability, ask an attorney.

What's the difference between a purchase order and an invoice?

A purchase order is created by the buyer before goods or services are delivered, to request and authorize the order. An invoice is created by the seller afterward, to request payment for what was delivered. The PO comes first and the invoice comes second, and they share the same PO number so accounting can match them. One asks for the order; the other asks to be paid for it.

Do I charge sales tax on a purchase order?

As the buyer issuing the PO, you don't charge sales tax; the supplier applies it on their invoice based on their state's rules and what's taxable. You can still show an estimated sales tax line on the PO so the total reflects what you expect to pay. If your purchase qualifies for a resale or tax exemption, give the supplier the proper exemption certificate. Check your state's rules or ask an accountant.

Do small businesses and freelancers really need purchase orders?

They're optional but useful. A PO creates a clear record of what was ordered, at what price, and on what terms before any money moves, which prevents disputes over scope or cost. It also gives suppliers a reference number that speeds up invoicing and payment. Even as a sole proprietor, issuing a PO for larger orders or new vendors keeps your purchasing organized and your records audit-ready at tax time.