Free Purchase Order Generator

Replace every example before sending. A purchase order should reflect the real supplier, goods or services, quantities, prices, delivery details, tax treatment and terms approved by the buyer.

Create a purchase order and downloadable PO template

A purchase order records what a buyer is asking a supplier to provide. This free generator combines an editable PO template with automatic calculations and a clean PDF. Add the buyer and supplier, describe each item, enter quantities and unit prices, set delivery information and review the order total.

The PDF has selectable text and works with USD, EUR, GBP, CAD, AUD, INR, SGD, AED, JPY, ZAR, NZD and CHF. Choose US Letter or A4 paper and use your real local tax label. DraftFort performs the formatting and arithmetic in your browser; the supplier details and commercial terms are not uploaded.

What a useful purchase order includes

• A unique PO number that both parties can reference.
• The buyer’s and supplier’s correct legal or trading details.
• An order date and, when agreed, an expected delivery date.
• A ship-to name and address when delivery differs from the buyer address.
• Specific descriptions, quantities and unit prices.
• Discount, shipping and applicable tax shown separately.
• Delivery, change, acceptance and invoicing instructions.
• The buyer’s authorized name or a signature line.

Do not use a random number generator as the only recordkeeping system. PO numbers should be unique within your own purchasing records. A simple sequence such as PO-2026-0042 can be easier to trace than an unrelated random value.

Purchase order, quotation and invoice

A common workflow is: supplier sends a quotation, buyer approves it and issues a purchase order, supplier fulfils the order and sends an invoice that cites the PO number, then provides a receipt after payment. Actual legal and accounting requirements vary by country and organization.

For physical fulfilment, record what actually leaves the warehouse with the packing slip template. For repair or field work, use a work order to separate the reported problem from the scope the customer authorized.

Global currency, tax and delivery choices

The tool is not limited to the United States. USD and Letter are starting defaults, while the form also offers widely used currencies and A4 paper. Enter VAT, GST, sales tax or another label only when it applies.

Shipping tax treatment differs. Use Apply this tax rate to shipping too only when shipping belongs in the taxable base for your transaction. The tool does not determine registrations, rates, exemptions, customs duties, withholding or import requirements.

For cross-border orders, state the agreed currency and clarify delivery, insurance, duties and payment terms in the appropriate commercial agreement. This general PO template does not create shipping documents or select Incoterms for you.

How to make a purchase order

1. Enter the buyer and supplier details.
2. Give the order a unique PO number and correct order date.
3. Add the delivery date and ship-to address when relevant.
4. Replace every sample item with the actual description, quantity and unit price.
5. Add only genuine discounts, shipping and applicable tax.
6. Rewrite the notes and terms to match the approved purchase.
7. Review the live preview and order total, then download the PDF.
8. Keep the approved copy and send it through your normal authorized channel.

When the supplier bills the order, use the matching invoice generator and place the PO number in its reference field. If pricing is not yet agreed, start with an estimate or quotation.

Authorization and template boundary

A professional-looking PDF does not prove that a purchase was approved. Use the tool only when you are authorized to place the order, follow your organization’s approval process, and keep the supporting quotation, agreement and delivery records. DraftFort does not verify either party or transmit the PO to the supplier.

Private draft saving is off by default for new visitors. If you enable it, the draft stays in that browser on that device. Reset disables saving and removes the saved DraftFort purchase-order key. For especially sensitive orders, leave saving off and close the page after downloading and checking the PDF.