You are the buyer here — fill in your details and the vendor's, list what you are ordering, and download the PO as a PDF.
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Description
Qty
Unit Price
Total
$0.00
$0.00
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Your Company Name
123 Business Street
City, State 10001
Country
hello@yourcompany.com
+1 555 000 0000
PURCHASE ORDER
INV-2025-001
Vendor
Client Name
456 Client Avenue
City, State 20002
client@example.com
Ship to: Main warehouse — 12 Dock Road · Deliver business hours, tail-lift required
PO Date
Deliver By
Description
Qty
Unit Price
Total
Subtotal$0.00
Discount$0.00
Tax (10%)$0.00
Shipping$0.00
PO TOTAL$0.00
Payment Details:
Bank: Your Bank Name
Account: 1234567890
Please confirm receipt of this purchase order and the expected delivery date. Quote the PO number on all correspondence, packing slips and invoices.
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What Is a Purchase Order?
A purchase order (PO) is the mirror image of an invoice: instead of asking to be paid, you are formally ordering goods or services from a supplier. When the vendor accepts the PO, it becomes a binding agreement on what is being bought, at what price, and when it must be delivered. The vendor then invoices you against the PO number — which is exactly why POs exist: they let your accounts team match every incoming invoice to an approved order before anyone pays it.
Small businesses often skip POs until the first time a supplier delivers the wrong quantity at a surprise price. A one-page PO removes the ambiguity: agreed unit prices, quantities, delivery date, and delivery address, all in writing before money moves.
What to Include on a Purchase Order
PO number — the reference the vendor must quote on their invoice
Your company details — you are the buyer issuing the order
Vendor details — the supplier fulfilling it
Itemized order lines — exact product names, models, quantities, agreed unit prices
Delivery date and ship-to address — especially when goods go to a warehouse or site, not your office
Terms — payment terms you expect to be invoiced under, delivery requirements
Frequently Asked Questions
Is a purchase order legally binding?
A PO is an offer to buy; it generally becomes binding when the vendor accepts it (by confirmation or by shipping). That is why exact quantities, prices and dates matter — once accepted, both sides can rely on them.
What is the difference between a PO and an invoice?
The PO is issued by the buyer before the sale; the invoice is issued by the seller after fulfilling it. A complete paper trail for one purchase is: your PO → vendor's invoice quoting your PO number → your payment → vendor's receipt.
Do I need PO numbers if my business is tiny?
Sequential PO numbers cost nothing and save hours at tax time. They also signal to suppliers that your purchasing is organized — which tends to get small businesses taken more seriously on pricing and delivery promises.
What if the vendor's invoice doesn't match the PO?
That is the system working. Query the difference before paying: price changes you never agreed to, substituted products, or part-shipments billed in full are all caught by matching invoice lines against PO lines.