Purchase Order Template
Fill in your company and the vendor, add line items, set shipping and payment terms, and download a professional purchase order PDF. Subtotal, tax and total compute live. Free, no sign-up, runs in your browser.
The PDF is generated locally with pdf-lib. No upload, no account, no watermark.
How the purchase order generator works
A good PO answers five questions at a glance: who is buying, who is selling, what exactly is being bought, for how much, and on what terms. This template follows that structure. Your company and the vendor get their own address blocks, the PO number and date sit up top for reference, and the line-item table computes each row's amount plus the subtotal, tax and grand total. Shipping method, payment terms and free-form notes go at the bottom, where receiving and accounts payable teams look for them.
Use a consistent PO numbering scheme (for example PO-2026-014) so invoices can be matched back to orders. When the vendor's invoice arrives, its PO number should match this document; that three-way match between PO, delivery receipt and invoice is the standard control against overbilling.
PO checklist
| Field | Why it matters |
|---|---|
| PO number | Links order, delivery and invoice for three-way matching |
| Line items with qty and unit price | Removes ambiguity about exactly what was ordered |
| Shipping method | Sets expectations for cost, speed and who arranges transport |
| Payment terms | Net 30, deposit and so on; avoids disputes at invoice time |
| Tax rate | Shows the expected tax line so the total matches the invoice |
Frequently asked questions
What is a purchase order?
A purchase order (PO) is a document a buyer sends to a vendor to order goods or services. It lists exactly what is being bought: descriptions, quantities, unit prices, shipping and payment terms. Once the vendor accepts it, the PO becomes the reference for delivery, invoicing and payment, and the PO number ties the whole paper trail together.
What is the difference between a purchase order and an invoice?
A purchase order comes first and is sent by the buyer: it says what the buyer agrees to purchase and on what terms. An invoice comes later and is sent by the vendor: it says what was delivered and requests payment. The invoice should reference the PO number so the buyer can match them before paying.
Is a purchase order legally binding?
Usually, once accepted. A PO is an offer to buy; when the vendor accepts it (in writing or by shipping the goods), it generally becomes a binding contract under commercial law such as the UCC in the United States. Details vary by jurisdiction and by the terms on the PO, so significant orders deserve a review by a professional.
Is my data uploaded anywhere?
No. The PDF is generated locally in your browser with pdf-lib. Company details, vendor names and prices never leave your device.