Pick your purchase order template
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What is a purchase order?
A purchase order is a legally binding offer from a buyer to a seller. It specifies what is being ordered, in what quantity, at what price, and on what terms. Once accepted, it becomes a contract. POs help buyers control spending, document approvals, and match deliveries to orders. Sellers use them to reserve inventory and trigger fulfillment.
What to include on a purchase order
Every purchase order should include: a unique PO number, the date issued, buyer and vendor names and addresses, line items with descriptions and quantities, unit prices and line totals, applicable taxes and shipping, payment terms (e.g. Net 30), requested delivery date, and ship-to address. Optional fields include billing address, special instructions, and approval signatures.
Choose a format
Pick the format that matches how your team works. Use our online generator to create a PO and download as PDF for clean printing or emailing. Use Excel or Word templates if you prefer to edit offline or need to bulk-edit. Use Google Docs or Sheets to collaborate with teammates in real time.
Frequently asked questions
Is the purchase order template really free?
Yes — completely free. No signup, no credit card, no watermark. You can generate unlimited purchase orders, download them, and send them to vendors at no cost.
What is the difference between a purchase order and an invoice?
A purchase order is sent by the buyer to the vendor before goods or services are delivered, requesting them. An invoice is sent by the vendor to the buyer after delivery, requesting payment. The PO precedes the invoice in the procurement workflow.
Do I need a purchase order number?
Yes. Every purchase order should have a unique number so the buyer, vendor, and accounts payable team can match the PO to its corresponding invoice and delivery. Our generator creates PO numbers automatically (e.g. PO-1001), and you can customize the prefix.
Need an invoice instead?
Already received the goods and need to bill the customer? Use our free invoice generator with the same Cool Money design.