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Create professional purchase orders to send to your suppliers and vendors.
Defaults to your company address. Edit if you need a different delivery location.
PO-2026-007 authorizes $1,875, made of $1,500 for the print run and $375 for delivery. A vendor invoice that matches that total can be paid. One that does not match it is a different conversation.
A purchase order is the buyer’s document. It lists what you want, how many, at what price, and under which terms. It is not an invoice. The vendor bills you later and puts your PO number on their invoice so both sides can match the order. Companies with even a little process will not pay a freelancer who cannot quote a PO. Ask for one. Issue one when you are the buyer.
Fill in buyer and vendor, then the lines. Quantities and rates should match the quote you already accepted. Shipping and payment terms belong on the PO so the vendor cannot invent Net 60 after the pallet leaves. You can draft that language in the Payment Terms Generator and paste it into notes. The PDF should be boring and complete. Boring is the goal.
If you are the vendor, you still care about POs. Get the number before you start. Put it on your invoice, in the notes, and in the filename. Accounts payable searches for that string. A beautiful invoice without a PO number sits in a queue. The Free Invoice Generator will take the same line items you quoted. This PO tool is for the buying side of the desk.
Nothing is stored here. Download the PDF and file it. If the vendor asks for a resend next month, you will want that file. Batch PO systems live in procurement software. Incusia is built to get you paid on the invoice side. Use this generator for the occasional order that still needs a professional PDF, with no signup and no watermark.
Estimates come before POs on many jobs. Send a quote from the Estimate Generator. When the client issues a PO, you invoice against it. When you are buying, you issue the PO first. Same numbers, different direction. Keeping the language aligned is how fewer shipments turn into arguments.
PO-2026-007 is permission for $1,875, not an invitation to invoice whatever the job became. Print at $1,500 and delivery at $375 are the lines. Work beyond that needs a new order before it needs an invoice.
Match the bill to the order before you pay it. $1,875 against $1,875 is a match. A bill for $2,075 is not a rounding difference. It is $200 that was never authorized, and it should not be paid just because the work was useful.
A purchase order is your instruction to a supplier: what you want, how many, at what price, where to ship, and by when. Fill in your company, the vendor, a PO number, line items, and delivery details, then download the PDF and send it before they order materials. The vendor’s invoice should reference that PO so AP can match them. This generator builds a clean PO with no signup. It does not send it to the vendor for you. Attach the PDF to an email and keep a copy. If you skip the PO on a custom order, you get whatever they assumed you meant.
Buyer name and address, vendor name, unique PO number, date, ship-to address if it differs, line items with quantities and prices, total, and any needed-by date. Add a job or cost-code if your books use them. Payment terms on a PO tell the vendor when you intend to pay their invoice, not when you want the goods. Missing ship-to addresses are how materials arrive at the office instead of the site. Missing quantities are how you get two of something you needed twenty of. Use this form so those fields exist. Then actually fill them.
A PO can become binding when the vendor accepts it, often by confirming or by shipping. Large companies treat POs as the control document. Small shops treat them as a polite PDF. Either way, do not put prices on a PO you have not agreed. Do not accept goods that do not match the PO without a written change. This template is a professional document, not a substitute for a master supply agreement on a big project. For a one-off materials order, a clear PO plus a confirmation email is how most small businesses stay out of “I thought you wanted oak” arguments.
Show tax the way your vendor will invoice you, or mark the PO as tax extra if that is the deal. Mismatched tax between PO and invoice is a classic AP reject. If you are tax-exempt, attach the certificate and say so on the PO. If you are not sure of the rate, better to say “tax as applicable” than to invent a percent. This generator lets you include tax when you know it. Matching the vendor’s invoice later is the actual goal. The PO is a promise of what you will pay if they deliver what you listed.
Contractors use POs to lock materials and subcontractor work to a job number so the site and the office are not ordering twice. Put the job address and the cost code on the PO. Send it before anyone picks up the phone to “just grab more pipe.” When the delivery arrives, check it against the PO, not against memory. This template includes room for that job context. A PO that only says “supplies” will not help when three trucks show up. Number the POs. Keep PDFs with the job folder. The invoice should quote the same PO or it waits.
Yes. No account, no watermark. Fill, preview, download, email. The data is not stored after you close the tab, so save the PDF and record the PO number in your log. You will not get approval workflows or three-way matching from a free generator. Those live in accounting systems. For a small business that issues a few POs a month, a clean PDF is the control you actually need. Incusia focuses on invoicing, not purchasing. Use this page for the vendor document, then invoice your own client separately.
You issue a PO to buy. A vendor issues an invoice to collect. Matching them is how AP knows the bill is expected. If you send a PO and they send an invoice with different quantities, stop and fix it before you pay. Do not pay an invoice that cannot cite a PO when your process requires one. This generator is for the buy side. The free invoice generator is for the sell side. Using an invoice template as a PO confuses vendors. Using a PO as an invoice confuses clients. Separate documents, separate numbers.
Yes if you issue more than a handful. Sequential PO numbers make missing orders obvious and give vendors a short reference to put on packing slips. Prefix with the year if you reset. Do not reuse a number because a draft was cancelled. Mark it void and move on. Type the next number here and write it in a log. Software can assign POs later if volume grows. The failure mode is three PDFs all named “PO-final.” Unique numbers are cheaper than the afternoon you spend reconstructing who ordered the extra pallet.
The purchase order is the permission to invoice. A matching bill is the one you can pay.
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Incusia is invoicing software for people who send their own invoices.
It handles invoices, estimates, recurring billing, expenses and follow ups in one place, in any currency.
It is built for freelancers, sole traders and small businesses, not for finance departments.
Last reviewed 28 August 2026.