What is a purchase order generator?
A purchase order generator is an online tool that helps you create formal, legally binding documents for buying goods or services from a vendor. Instead of struggling with messy spreadsheets or formatting blank documents, you simply fill in the required fields—such as item descriptions, quantities, and prices—and the tool automatically calculates the totals, taxes, and shipping costs. Once complete, you get a clean, professional PDF ready to send to your supplier.
Using a standardized purchase order template ensures that both you and your vendor have a clear, written record of what was ordered, when it is expected, and how much it costs. This eliminates confusion and protects your small business from unexpected price changes or incorrect deliveries.
Purchase Order vs Invoice
The main difference between these two documents is who sends them and when. A Purchase Order (PO) is created by you (the buyer) and sent to the vendor before the transaction happens. It serves as an official request and a contract to buy. An Invoice is created by the vendor and sent to you after the goods or services are delivered, requesting payment for the fulfilled order. If you need to bill a client instead of ordering from a supplier, use our Invoice Generator.
How to use this purchase order generator
Our tool is designed to be fast and fully functional entirely within your browser. None of your sensitive business data is sent to our servers. Here is how to create your PO:
1. Select your market. Choose between the USA, UK, or Canada presets. This automatically formats the dates (e.g., MM/DD/YYYY for the US) and applies the correct default tax labels, such as Sales Tax, VAT, or GST/HST.
2. Add your business and vendor details. Upload your company logo, enter your business address, and provide the vendor's contact information. You can also specify the shipping address if it is different from your billing address.
3. List the items. Add the products or services you are ordering. Include a description, quantity, and unit price for each. For example, 50 units at $12.00 each will automatically calculate to a $600.00 line total. Add any applicable tax rates, shipping costs, or discounts, and the grand total will update instantly.
4. Include terms and notes. Use the notes section to add delivery instructions, payment terms (such as Net 30), or any other specific requirements for the vendor.
5. Download or share. Once you are satisfied with the preview, click Download PDF to save a professional document to your device. Alternatively, use the Copy Link button to generate a unique URL containing your order details, which you can easily share with your team for approval or save as a draft.