A purchase order tells a supplier exactly what you want to buy, how much of it, at what price and by when. Use this free purchase order generator to build one, check the totals and download it as a PDF, Word or Excel file. There is no account to create.
What it is
A purchase order, or PO, is a document a buyer sends to a supplier to order specific goods or services. It lists the items, quantities and prices, says where and when to deliver, and sets the payment terms. A PO starts as an offer from the buyer. It generally becomes a binding agreement once the supplier accepts it, by signing, by confirming in writing or by going ahead and delivering. Each PO has a number that appears on the supplier's invoice, so the buyer can match the order, the delivery and the bill. A PO is not an invoice: the buyer sends the PO before the goods arrive, and the supplier sends the invoice afterwards. This page works as a purchase order template and a purchase order creator in one. Fill in the form, watch the document build live, and pick the file type you need.
What to include
- The buyer's and the supplier's names, addresses and contact details.
- A unique PO number and the order date.
- Each item, with a description, quantity, unit and unit price.
- The totals, including any discount, shipping and tax.
- Where the goods should be delivered, and where the invoice should go.
- The delivery date and method.
- The payment terms.
- Order terms such as cancellation, returns or warranty.
- Who requested and who approved the order.
- A place for the supplier to accept.
How to fill it in
- Add your business details and the supplier's.
- Keep the suggested PO number or enter your own, then set the order date and the delivery date you need.
- Enter the ship-to and bill-to details if they differ from your own.
- Add each item with its quantity, unit and unit price.
- Add shipping, a discount and tax if they apply, and check the totals.
- Choose the payment terms and the order terms you want.
- Keep the acceptance block on so the supplier can confirm the order.
- Check the preview, download the PDF, Word or Excel file, and send it.
Common mistakes
- Leaving out the PO number, so the supplier can't quote it on the invoice.
- Writing vague item descriptions, so the wrong thing gets shipped.
- Giving no delivery date or address.
- Not stating the payment terms.
- Not being clear about tax and shipping costs.
- Sending the PO and never getting the supplier's confirmation.
- Changing the order by phone with nothing in writing.
- Issuing a PO before the spend has been approved.
Need something else?
Purchase order, quote or invoice?
Quote
- The seller's offer of a price.
- Sent before the order.
Purchase order
- The buyer's order.
- Sent before delivery.
- Quotes the PO number.
Invoice
- The seller's request for payment.
- Sent after delivery.
- Quotes the PO number.
Frequently asked questions
What is a purchase order?
It is a document a buyer sends to a supplier to order goods or services. It lists what is wanted, the quantities and prices, the delivery details and the payment terms.
Is a purchase order legally binding?
A PO starts as an offer. It generally becomes a binding agreement once the supplier accepts it, for example by signing, confirming in writing or delivering the goods. Before acceptance the buyer can usually withdraw the order, but rules vary, so check your own terms.
What is the difference between a purchase order and an invoice?
A buyer sends a PO before the goods arrive to order them. A supplier sends an invoice afterwards to ask for payment, and it should quote the PO number.
What is the difference between a purchase order and a quote?
A quote is the supplier's offer of a price. A buyer who agrees may then send a PO to place the order, often quoting the supplier's quote number.
What should a purchase order include?
The buyer and supplier details, a PO number, the date, the items with quantities and prices, the totals, delivery details, payment terms and any order terms. The form on this page asks for each of these.
Can I get a purchase order in Excel?
Yes. The Excel file has formulas for the amounts and totals, so you can change quantities and prices and the totals update. The PDF and Word files are there for sending.
Do I need a PO number?
Yes. It lets both sides match the order, the delivery and the invoice. The form suggests a number, and you can change it.
Does the supplier have to sign?
It isn't always required, but a signature or a written confirmation is the clearest sign that the supplier agrees. The acceptance block is there for that.
Last reviewed October 5, 2026
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This page gives general information and a template. It is not legal or tax advice.
Quicklet provides general document templates, not legal advice. Laws vary by location.