Free Purchase Order Generator

How it works

1. Fill in the vendor, your buyer details, ship-to, and bill-to. Add a PO number, date, and requested delivery date.
2. List SKUs or item numbers, quantities, and unit prices. Choose payment terms such as Net 30 and add shipping if needed.
3. Download a US Letter purchase order PDF. We do not store the PO. You can keep a draft in this browser.

Features

• Separate vendor, buyer, ship-to, and bill-to blocks with US state and ZIP fields
• Payment terms: Due on receipt, Net 15, 30, 45, or 60
• Optional FOB / shipping terms, carrier method, and authorized-by signature line
• SKU, description, quantity, unit price, and sales tax per line
• Four templates, logo, accent color, and USD default

What to include in a purchase order

A purchase order is the buyer’s document. It tells a vendor what to supply, where to send it, and on what commercial terms. It is not an invoice and it is not a receipt. Your vendor will later send an invoice that should reference this PO number.

Put a unique PO number on every order (PO-1001, PO-1002). Date it. Name the vendor and the buyer. If goods go to a job site in Austin while accounts payable sits in Dallas, use different ship-to and bill-to addresses. Add a requested delivery date and a shipping method so the warehouse is not guessing.

Each line should have an item number or SKU when you have one, a short description, a quantity, and a unit price. Enter sales tax only if you know the vendor will charge it on this order. Rates vary by state and locality. Notes can cover receiving hours, lift-gate needs, or “do not substitute.”

Who can use this

US offices that buy supplies, contractors ordering materials, restaurants buying from a distributor, and agencies buying print or equipment can issue a PO before the vendor ships. If you are the seller instead, send an estimate first, then an invoice after the PO arrives. When the shipment leaves your dock, a delivery note or packing slip lists quantities without turning the box into a bill.

US tips for purchase orders

Net 30 is common. Due on receipt is fine for small or first-time buys. FOB (free on board) language is optional; only add it if your team actually uses those terms. Have someone authorized print their name and sign. Keep the PDF with the vendor invoice and the receiving record so you can match three documents at payment time.

This generator is for convenience. It is not legal, tax, or accounting advice, and it does not create a binding procurement system. Follow your company’s purchasing policy.

A simple US buying workflow

Write the PO when you are ready to buy, not after the goods show up. Email the PDF to the vendor and keep a copy with the quote they sent you. When the carton arrives, check the packing slip against the PO quantities. When the vendor invoice arrives, match the PO number, the quantities received, and the prices. That three-way match is how US accounts-payable teams avoid paying for items that never shipped.

If you buy for a job in one state and bill from another, put the ship-to state on the PO. Sales tax on goods often follows the destination, but that is a fact pattern for your accountant, not something this form decides. Use USD unless you and the vendor agreed on another currency. Date fields on the PDF print as MM/DD/YYYY.

Small shops that do not have formal purchasing software still benefit from a numbered PO. It stops a vendor from shipping “what we usually send” and calling it approved. If the vendor needs a signature, use the Authorized by line. If they need a different bill-to, fill that block instead of stuffing it into the notes.

Frequently asked questions

What is a purchase order?

A purchase order (PO) is a buyer document that tells a vendor what to ship, where to send it, and on what terms. It is not an invoice and it is not a receipt.

Is this PO generator free?

Yes. Fill in the form and download a Letter-size PDF at no charge. You do not need an account.

Can I add different ship-to and bill-to addresses?

Yes. Enter a vendor, a buyer, a ship-to address, and a bill-to address. Use that when goods go to a job site and accounting sits at another office.

Which payment terms can I use?

Choose Due on receipt, Net 15, Net 30, Net 45, Net 60, or type custom terms. You can also add optional FOB or shipping terms.

Do I need to include prices?

Prices help the vendor confirm the order. Add SKU, description, quantity, unit price, and optional sales tax. Totals calculate automatically.

Can someone authorize the PO on the PDF?

Yes. The PDF includes an Authorized by block with printed name, signature line, and date.

Do you store purchase order data?

No. Drafts stay in your browser if you want them. The PDF is generated and downloaded. We do not keep the PO on the server.