Purchase Order Generator.
Fill in your business, the vendor, what you are ordering and the delivery date, and this tool produces a numbered purchase order with line totals, tax, shipping and an authorisation line, ready to print or save as a PDF in your browser.
Everything runs in your browser; nothing is uploaded or stored, so save the PDF each time. Tax on a purchase order is an estimate; the vendor’s invoice is the tax document.
Purchase Order Generator is a free online tool from Neweb (neweb.ai) for small businesses, with no sign-up. Fill in your business, the vendor, what you are ordering and the delivery date, and this tool produces a numbered purchase order with line totals, tax, shipping and an authorisation line, ready to print or save as a PDF in your browser.
| Cost | Free, no account, no watermark |
|---|---|
| Built for | small businesses, freelancers and sole proprietors |
| Made by | Neweb, the AI website builder and online presence manager (free plan; paid plans from $9/month billed yearly) |
Facts checked October 2026.
What you'll get.
A real example of what this tool produces. Run it above with your own inputs.
A purchase order (PO) is the document a buyer sends to a supplier to place an order: what is being bought, how many, at what price, where to deliver it and by when. Once the vendor accepts it, it records the agreed terms, and when the invoice arrives you can match it line by line against the PO and the delivery. Even a small shop or café benefits from that paper trail when a delivery is short or a price is wrong.
This generator creates a clean, numbered PO in USD, GBP, EUR, CAD, AUD, INR or ten other currencies, with item codes, quantities, unit prices, an optional tax line, shipping, payment terms, a ship-to address and lines for your authorisation and the vendor's acceptance. Print it, or save it as a PDF from your browser's print dialog and email it to the supplier.
It is free, needs no account and adds no watermark. It is one of the utilities from Neweb, the AI website builder for small businesses (free plan, paid plans from $9/month billed yearly, $19 month-to-month).
How to use the purchase order generator
Enter your business as the buyer and the vendor you are ordering from, with addresses and contact details.
Add a ship-to address if goods go somewhere other than your main address.
Give the order a unique PO number, check the date and deliver-by date, and set the payment terms.
Add line items with item code, description, quantity and unit price, then any tax and shipping.
Add who authorised the order and any delivery instructions, click Preview, then Print / save as PDF.
Why this matters for your business
It prevents "that is not what we ordered". A written PO with item codes and quantities settles most delivery disputes in seconds.
It makes invoices easy to check. Matching the PO, the delivery note and the invoice, often called three-way matching, catches overcharges and short deliveries before you pay.
It controls spending. Requiring a PO number on every invoice means nobody can commit the business to a purchase without someone approving it first.
Tips for better results
- Use one PO number series per year, such as PO-2026-0001, and never reuse a number.
- Ask suppliers to quote the PO number on invoices and packing slips; it is how large companies route paperwork.
- Include the supplier’s item codes, not just descriptions, to avoid substitutions.
- Tax on a PO is an estimate; the supplier’s invoice is the tax document, so reclaim VAT or GST from the invoice.
- When goods arrive, check them against the PO before signing for them, and record shortages on the delivery note.
- If you need a quote from the supplier first, send a request and compare it using the quotation generator format.
Example
A real-world walkthrough
Northside Bakery in Toronto orders flour and yeast from its supplier every fortnight. The owner enters the bakery as buyer, Great Lakes Flour Co. as vendor, PO-2026-0117, delivery in 14 days and Net 30 terms, in CAD. She adds 20 sacks of bread flour at CA$31.50, sets the tax label to HST at 13 percent and adds CA$45 of shipping.
The PO shows a subtotal of CA$630.00, HST of CA$81.90, shipping of CA$45.00 and a total of CA$756.90, with a note to deliver to the rear door before 9am. She saves it as a PDF and emails it. When the invoice arrives, she checks it against the PO before paying.
Frequently asked questions
What is a purchase order?
A purchase order is a document a buyer issues to a seller to order goods or services. It lists the items, quantities, agreed prices, delivery date and address, and payment terms, and carries a unique PO number. When the seller accepts it, it records the terms of the order. The seller then delivers and sends an invoice that references the PO number.
What is the difference between a purchase order and an invoice?
The buyer sends the purchase order before delivery to place the order; the seller sends the invoice after delivery to request payment. The PO says "please supply this at this price"; the invoice says "we supplied this, please pay". Businesses match the two, plus the delivery note, before paying. To bill your own customers, use the invoice generator.
Is a purchase order legally binding?
In many legal systems, a PO is an offer, and it becomes a binding contract once the seller accepts it, for example by signing it, confirming it in writing or delivering the goods. Exact rules depend on the country and on any terms and conditions either side has issued. For large or unusual orders, have standard purchase terms reviewed by a lawyer and attach them to the PO.
What should a purchase order include?
At minimum: the words Purchase Order, a unique PO number, the date, the buyer's and vendor's names and addresses, the delivery address, item codes and descriptions, quantities, unit prices and line totals, any tax and shipping, the order total, the required delivery date, payment terms and the name of the person who authorised it. This generator includes all of these.
Does the tool store my purchase orders?
No. Everything is processed in your browser and nothing is uploaded, so there is no history once you close the tab. Save each PO as a PDF with its number in the file name. If you raise many orders, accounting or inventory software that numbers and stores POs automatically will save time.
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