Free Purchase Order Template — Word & PDF
A purchase order (PO) is a buyer-issued document that authorizes a vendor to supply goods or services at agreed prices, quantities and delivery terms. This free purchase order template gives you an editable PO in Word or PDF with a PO number, vendor, ship-to, itemized lines, tax and Net 30 terms — ready to send in under two minutes.
Create a purchase order free · Open the purchase order software
What This Template Includes
- PO number and issue date
- Buyer (your company) and vendor details with contact info
- Ship-to and bill-to addresses
- Itemized goods or services with quantity, unit, and unit price
- Subtotal, tax, shipping, and total amount
- Requested delivery date and shipping terms / incoterms
- Payment terms (e.g. Net 30) and authorized signature
Worked Example: Purchase Order #
Acme Manufacturing billing Vendor: Northwind Supply Co.:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Steel brackets (Part #SB-22) | 250 | $4.50 | $1125.00 |
| Mounting hardware kit | 50 | $12.00 | $600.00 |
| Aluminum extrusion, 2m lengths (Part #AE-40) | 120 | $9.75 | $1170.00 |
| Hex bolts M8 × 40mm (box of 100) | 30 | $6.40 | $192.00 |
| Rubber gasket seals (Part #RG-08) | 500 | $0.85 | $425.00 |
| Powder-coat finishing — per unit | 250 | $2.25 | $562.50 |
| Heavy-duty shipping pallets | 15 | $18.00 | $270.00 |
| Total | $4344.50 | ||
Ship to: 123 Industrial Way. Required by: Jun 30. Terms: Net 30.
How to Use It
1. Open the template
Click "Create a purchase order free" to open the purchase order template pre-loaded in the generator.
2. Fill in your details
Add your business info, client details, and line items with quantities and prices.
3. Brand it
Upload your logo, pick an accent color, and add a signature or business stamp.
4. Download or send
Export a clean PDF, print it, or attach it to your own email — no sign-up required. Signed-in users can also email it from the app.
Frequently Asked Questions
Is this purchase order template free?
Yes. The template is 100% free with no document cap, no watermark, and no required sign-up. Fill it out online, download as PDF, or open it in the purchase order generator.
Can I add my logo and brand colors?
Yes. Upload your logo and choose an accent color in the purchase order generator — your branding shows up in the live preview and the exported PDF.
How is a purchase order different from an invoice?
A purchase order is issued by the buyer to authorize a purchase before goods or services are delivered. An invoice is issued by the seller after delivery to request payment.
What payment terms should a purchase order include?
Net 30 is standard for B2B purchase orders. Add early-payment discount terms (e.g. 2/10 Net 30) or milestone payments when the order is large.
What is the difference between a purchase requisition and a purchase order?
A purchase requisition is an internal request from a department asking procurement to buy something. A purchase order is the external, legally binding document procurement sends to the vendor after the requisition is approved.
What is the difference between a sales order and a purchase order?
A purchase order (PO) is issued by the buyer to the vendor. A sales order (SO) is issued by the vendor to internally confirm and fulfill that PO. Same transaction, opposite sides of the deal.
What is a blanket purchase order?
A blanket purchase order (BPO) is a single PO covering multiple deliveries of the same goods or services over a set period — usually 6 or 12 months — at a locked-in price. It removes the need to raise a new PO for each release.
Is a purchase order legally binding?
Yes. Once the vendor accepts the PO (in writing or by starting fulfillment), it becomes a legally binding contract in the United States under UCC Article 2. The terms on the PO — price, quantity, delivery date, payment terms — govern the transaction.
How should I number my purchase orders?
Use a short prefix plus a sequential number, e.g. PO-0001, PO-0002. Never reset within a fiscal year, never skip numbers, and never reuse a number — auditors and vendors both rely on the sequence being unique and continuous.
Which file format should I download — Word or PDF?
Use Word when you want to type freely and add company boilerplate. Use PDF when you are sending the final, locked PO to the vendor. If you want line totals to calculate themselves, fill the PO in the online generator and export it.