Free Purchase Order Generator

A purchase order (PO) is a formal document a buyer sends to a vendor to confirm an order. It locks in the price, quantity, and delivery terms before goods or services are supplied. Once accepted by the vendor, it becomes a legally binding contract.

A purchase order is sent by the buyer before the work is done — it's a request to supply. An invoice is sent by the vendor after the work is done — it's a request to pay. The PO number is typically referenced on the matching invoice so both sides can reconcile.

Only if goods are being delivered to a different location than your billing address. Common examples: warehouses, project sites, branch offices. If shipping and billing are the same place, leave the ship-to field blank — the PDF will simply omit that section.

A PO becomes binding once the vendor accepts it (formally or by starting work). Until then it's a unilateral offer. Best practice is to get a written acceptance — even a simple email reply — and keep it filed with the PO.

Yes — it's clearer for both sides. Show the subtotal, tax (GST/VAT/etc.), shipping, and total separately. The vendor's invoice can then be matched line-by-line against the PO, which speeds up approval and reduces disputes.