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Free purchase order generator

Enter the vendor, ship-to address and line items, and the purchase order builds as you type. Select “Print / Save as PDF” to download it. Free, no account, and nothing leaves your browser. For an editable spreadsheet, download the purchase order template.

Updated October 23, 2026 · Aequo editorial team

Create your purchase order

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Harbor Fabrication Inc.

88 Dock Road Tacoma, WA 98421 ap@harborfab.example

Purchase Order

PO-1001

Vendor

Cascade Steel Supply

2200 Industrial Way Kent, WA 98032 orders@cascadesteel.example

Ship to

Harbor Fabrication, Receiving Dock B 88 Dock Road Tacoma, WA 98421

PO date:
Delivery date:
Terms:: Net 30
Reference:: REQ-2291

#	Description	Qty	Unit price	Amount
1	A36 steel plate, 1/2" x 48" x 96"	4	$612.50	$2,450.00
2	Square tube 2" x 2" x 1/4", 20 ft	10	$74.00	$740.00

Subtotal: $3,190.00
PO total: $3,190.00

Notes

Please quote this PO number on every invoice, packing slip and delivery note.

Authorized by (name, signature)

Date

How to write a purchase order

Number and date the PO, name the vendor and delivery address, list each item with quantity and price, get it approved, then send it to the vendor.

Enter your company as the buyer. Add your company name, address and the email address vendors should send invoices to.
Add the vendor and ship-to address. Enter the vendor you are ordering from and where the goods should be delivered.
Number and date the PO. Give the PO a unique number, the order date, the delivery date you need, and payment terms.
List what you are buying. One line per item with quantity and unit price. Add tax and shipping if the vendor quoted them.
Approve, then print or save as PDF. Have the approver sign, then select "Print / Save as PDF" and send the PO to the vendor.

Why use purchase orders

A PO records what was agreed before money is committed, so the invoice can be checked against it instead of approved on trust.

Spend control: the order is approved before the commitment is made, not after the bill arrives.
Invoice checking: AP compares the invoice with the PO (two-way match) and with the goods receipt (three-way match) before paying.
Committed cost: open POs show what you have committed to spend but not yet been billed for.
Fewer disputes: price, quantity and terms are written down before delivery.

Aequo AP

Match every invoice to its purchase order automatically

When POs are created in your accounting system, Aequo AP reads each vendor invoice, finds the purchase order it belongs to, and compares quantities and prices line by line, with receipts for three-way matching. Invoices that match go to approval; variances become exceptions for someone to review.

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Frequently asked questions

What is a purchase order?

A purchase order (PO) is the document a buyer sends a vendor to order goods or services. It sets out what is being bought, how many, at what price, where to deliver and on what terms. Once the vendor accepts it, the PO is the agreed basis for the vendor's invoice.

What should a purchase order include?

A unique PO number, the order date, buyer and vendor details, the ship-to address, a description, quantity and unit price for each item, the total, delivery date, payment terms, and the name of the person who approved it.

Is a purchase order the same as an invoice?

No. The buyer issues the purchase order before anything is delivered. The vendor issues the invoice afterwards to request payment. AP then checks the invoice against the PO, and against the goods receipt in three-way matching, before paying.

Is this purchase order generator free?

Yes. There is no sign-up or watermark, and nothing you type is uploaded. Save each PO as a PDF; the generator does not store your entries.

How do I number purchase orders?

Use a unique, sequential number for every PO, such as PO-1001, PO-1002, and ask vendors to quote it on every invoice and packing slip. If your accounting system creates POs, use its numbering so invoices can be matched to them.