Free Tool · No Account Required
Create a professional purchase order in minutes. Add your supplier details, line items and tax, then download as a PDF or email it straight to your supplier. Completely free, no sign-up required.
Why use purchase orders?
Purchase orders are useful for companies of every size. Putting an order in writing before it is placed gives any business a clearer record of what it has agreed to buy. This free purchase order generator makes that straightforward.
A written PO records agreed quantities, prices and delivery dates, leaving less room for disagreement if something goes wrong.
Finance can see costs before they are committed. No more surprise invoices for purchases nobody approved.
Every order is documented with a unique PO number, making it simple to reconcile invoices and satisfy auditors.
When the invoice arrives, you have an approved document to check it against and can catch overpayments straight away.
Free Generator
Fill in your details below, add line items, then preview, download as a PDF or send directly to your supplier. The purchase order generator runs entirely in your browser. There is no template to download, no software to install and no account to create.
Enter your company name, supplier details, line items, quantities, and tax rates. Everything you need is on one page.
See a formatted, professional PO document with your brand colour before committing. Make edits until it looks right.
Download a PDF to your device or email the purchase order directly to your supplier from the browser.
Purchase Order Details
Supplier & Delivery
Line Items (1/20)
How to create a purchase order
A purchase order only works if it is specific enough that the supplier knows exactly what to send, and clear enough that finance can check the invoice against it months later. Use these five steps as a checklist if you are drafting one by hand.
Prefer to work in a document you control? Download the free Word and Excel purchase order templates. Otherwise the generator above handles the numbering, the tax and the totals for you.
Clear terms up front. Far fewer arguments later.
Pick a format you can stick to. That might be a simple sequence such as PO-1001, or a prefix for each department. The number ties the order to the supplier's invoice later, so it needs to be unique and easy to search.
Your registered name, address, and a named contact, plus the same for the supplier. Add the supplier's account reference if you have one so their sales team can find you quickly.
Include the description, quantity, unit price and applicable tax rate. Vague lines such as "consultancy" can cause disputes, so spell out what is being bought and make the invoice easier to check.
State the issue date, the date you need delivery by, where goods should be sent, and the payment terms you have agreed. These are the details most often argued over when an order goes wrong.
Have the right budget holder sign it off before it reaches the supplier. Sending an unapproved purchase order defeats the point. Once approved, email it over and keep a copy for reconciliation.
Which should you use?
These three things get talked about interchangeably, but they solve different problems. Pick based on how often you raise orders and how much control finance needs over what gets committed.
Best when you need a professional PO right now. You fill in a form in the browser, the totals and VAT are calculated for you, and you get a formatted PDF you can download or email in a couple of minutes. Nothing is stored, so each order starts fresh.
Occasional orders, no setup
A static Word or Excel file you edit yourself. It is useful when you want full control over the wording and layout or need to work offline, but you must handle the numbering, arithmetic and version control.
Full control, manual effort
A system that raises, approves, and tracks orders for you. Requests route to the right budget holder, spend is checked against budget before it is committed, and supplier invoices are matched back to the approved PO automatically.
Regular ordering, real control
This free tool is great for creating individual purchase orders, but if your business processes multiple orders a week you will quickly hit its limits. Zahara's purchase order software adds the structure your finance team needs.
A purchase order (PO) is a formal document a buyer sends to a supplier to authorise a purchase. It records the agreed quantities, prices, delivery date and payment terms before any goods or services change hands. Both sides then have a clear written record of the order.
Use the free purchase order generator on this page. You do not need an account or card details. Fill in your company details, add your supplier, enter the quantities and prices, then choose Download PDF or Send by Email. The whole process takes a couple of minutes.
A well-formed purchase order should contain:
This generator captures all of these fields and formats them into a professional PDF automatically.
Use a simple sequential format and apply it consistently, for example PO-1001, PO-1002 and so on. Some teams add a department or site prefix, such as OPS-1001, to make reporting easier. Every number should be unique because it is used to match the supplier's invoice to the approved order. The generator suggests a number, but you can replace it with your own format.
Yes. Set a tax rate per line item and the generator calculates the tax and totals for you, then shows the net total, tax total and grand total separately on the PDF. Because the rate is applied per line, you can mix standard-rated, reduced-rated and zero-rated items on the same purchase order without doing the arithmetic yourself.
A purchase order is created by the buyer before the goods or services are delivered. It authorises the purchase and records the agreed terms. An invoice is created by the supplier after delivery to request payment. In a healthy procurement process, every invoice should be matched back to an approved purchase order.
A purchase order template is a static Word or Excel file you fill in and calculate yourself. A purchase order generator does the work in the browser: it applies your tax rates, totals the order, applies your brand colour, and produces a finished PDF you can send straight away. Prefer to edit the wording yourself? Download the free Word and Excel purchase order templates.
Yes. Once you have filled in your details, click Send by Email, enter your supplier's email address and add a message. The purchase order PDF is generated and sent on your behalf. No email client or attachment handling needed.
