Invoicary

Free Purchase Order Template

By Nico · Last reviewed

Raise a purchase order in seconds: list what you’re ordering from a supplier, with quantities and agreed prices, and download a clean PDF. Free, no signup.

Create this invoice → Free · no signup · downloads as PDF

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A filled-in example. Your details replace the placeholders — nothing here is saved.

PURCHASE ORDER
# INV-0042
FromYour Business Name
Your address
City, Postcode
Bill ToClient Name
Client address
City, Postcode
Issue DateMar 14, 2026
Due DateMar 28, 2026
DescriptionQtyRateAmount
Item ordered / qty 1 $1,200.00 $1,200.00
Subtotal$1,200.00
Total$1,200.00
TermsThank you for your business.

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What to include on a purchase order

  • The words “Purchase Order” and a PO number
  • Your (buyer) details and the supplier (vendor)
  • Each item ordered with quantity and unit price
  • The total order value
  • Delivery date, shipping address and terms

Who issues a purchase order, and why it matters

A purchase order runs in the opposite direction to an invoice: the buyer issues it to the seller, stating exactly what they are committing to buy, at what price, and on what terms. Once the seller accepts it, the PO is the agreement — and the invoice that follows is checked against it. Larger organisations will not pay an invoice at all unless it quotes a valid PO number, which is why so many small suppliers get stuck in accounts-payable limbo: the work was done, but nobody raised a PO first.

The three-way match

Accounts-payable teams reconcile three documents before releasing payment, and your PO is the anchor of all three:

  • Purchase order — what was ordered and agreed
  • Delivery note or goods-received note — what actually arrived
  • Supplier invoice — what is being charged
  • Any mismatch in quantity or price stops the payment until it is explained
  • So: keep line descriptions identical across all three documents
  • And quote the PO number on the delivery note and the invoice

What belongs on the PO itself

  • PO number and issue date — the reference everything else will quote
  • Buyer and supplier details, plus separate delivery and invoicing addresses if they differ
  • Each item with quantity, agreed unit price and line total
  • Required delivery date and location
  • Payment terms (net 30, on delivery, staged) agreed in advance
  • Approver name, and any conditions such as part-delivery being unacceptable

FAQ

What is a purchase order?
A document a buyer sends a supplier to order goods or services, stating quantities and agreed prices. It becomes binding once the supplier accepts it.
Is a purchase order legally binding?
Once the supplier accepts it, a PO generally forms a binding contract on the terms stated — which is why the quantities, prices and delivery dates on it should be exactly what you intend, and why changes go on a revised PO rather than in an email thread.
What is the difference between a purchase order and an invoice?
The buyer issues the PO before the goods or services are supplied; the seller issues the invoice afterwards to request payment. The invoice should reference the PO number so the two can be matched.

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