Free purchase order template
Free Purchase Order Template
Create a professional purchase order online in minutes. List the items you are ordering with quantities and costs, then print or download a PDF for free — no account needed. This guide covers what a purchase order is, what to include, and how to make one.
What is a purchase order?
A purchase order (PO) is a document a buyer sends to a vendor to request goods or services. It lists exactly what is being ordered, in what quantities, at what agreed prices, and where and when it should be delivered.
Once the vendor accepts the purchase order, both sides have the same written record of the order. That makes it easy to check the vendor's later invoice against what was actually requested — the PO number ties the two documents together.
Docmonkee's purchase order template keeps your ordering organized and professional. Each PO is clear enough for a vendor to fulfill correctly and for your records to stay clean.
Purchase order vs. invoice
A purchase order and an invoice are two sides of the same order. Here is how they differ.
| Document | Who sends it | What it does |
|---|---|---|
| Purchase order | The buyer, before the order | Requests specific goods or services at agreed prices |
| Invoice | The vendor, after fulfilling | Requests payment for the goods or services supplied |
Why use a purchase order template?
A consistent purchase order template gives you control over ordering and a paper trail vendors can reference.
- Create a clear record of exactly what you ordered
- Give vendors a PO number they can reference on their invoice
- Catch wrong deliveries and surprise charges before you pay
- Keep ordering consistent across your team
- Match vendor invoices against the original order easily
- Print or download a PDF to send to any vendor
Create a free purchase order now
Fill in your details and download a PDF in minutes — no signup required.
How to create a purchase order
- 1
Add your business details
Enter your business name, contact information, and logo in the buyer section of the purchase order.
- 2
Add the vendor's details
Fill in the vendor's name and address so the order reaches the right supplier.
- 3
Add a PO number and date
Give the purchase order a unique number and date so the vendor can reference it on their invoice.
- 4
List the items or services
Add each product or service with a clear description, quantity, and unit cost. Line totals calculate automatically.
- 5
Add delivery details and terms
Include the ship-to address, requested delivery date, and any notes or terms the vendor should follow.
- 6
Review and send
Check the total, then print, download a PDF, or save and send the purchase order to your vendor.
What to include on a purchase order
- ✓Your business (buyer) name, contact details, and logo
- ✓The vendor's name and address
- ✓A unique PO number and the order date
- ✓Itemized products or services with quantities and unit costs
- ✓The ship-to address and requested delivery date
- ✓Subtotal, tax, freight, and the authorized total
- ✓Approval notes or terms for the vendor
Popular purchase order templates
Start from a purchase order template that fits your business or format, then customize it.
Frequently asked questions
What is a purchase order in simple terms?
It is a document a buyer sends to a vendor that says exactly what is wanted, in what quantities, at what agreed prices, delivered where and when. Once the vendor accepts it, both sides share the same written record.
Who sends the purchase order — the buyer or the seller?
The buyer creates and sends the purchase order. The seller responds by fulfilling the order and issuing an invoice that references the PO number.
What is a PO number?
A PO number is the unique identifier on a purchase order. Vendors quote it on their invoice so the buyer can match the invoice to the original order before paying.
Do small businesses need purchase orders?
Once you order from vendors regularly, purchase orders prevent disputes about what was requested and make invoices easy to verify. Docmonkee lets you create them for free.
Is the purchase order template free?
Yes. You can create, customize, print, and download purchase orders as PDFs for free. A free account adds saving and sending.
Create your purchase order for free
Build the purchase order first, then create a free account when you are ready to save it, send it, or manage it from your dashboard.
Create a Free Purchase Order