How to Create a Purchase Order — Free, No Account

A purchase order (PO) is a document a buyer sends to a supplier to formally request goods or services. It specifies what is being ordered, in what quantity, at what price, and when and where it should be delivered. Using a PO protects both the buyer and the supplier — it is a legally binding agreement once accepted.

How to create a purchase order using Filero

1. Open Filero's free Purchase Order Generator.
2. Enter your company details — name, address, and ABN.
3. Enter the supplier (vendor) details — company name and address.
4. Set the PO number, order date, and required delivery date.
5. Add your line items — description, quantity, unit price, and total for each.
6. Add any applicable tax (GST) — the tool calculates totals automatically.
7. Add shipping address and any special instructions or terms.
8. Click Generate and download your PO as a clean PDF — no account, no watermark.

What every purchase order must include

• PO number: A unique reference number for tracking. Both you and the supplier should reference this number on all correspondence and invoices related to this order.
• Buyer details: Your company name, address, ABN, and contact person.
• Supplier details: The vendor's name, address, and contact person.
• Order date and delivery date: When the PO was issued and when the goods or services are needed.
• Itemised list: Description, quantity, unit price, and line total for each item.
• Subtotal, tax, and total: The complete cost breakdown.
• Delivery address: Where the goods should be shipped.
• Payment terms: When payment is due (e.g. Net 30 — payment within 30 days of delivery).
• Authorised signature: The person at your company approving the purchase.

Purchase order vs invoice — what is the difference?

• Purchase order: Created by the buyer and sent to the supplier before goods or services are delivered. It is the buyer's formal commitment to purchase.
• Invoice: Created by the supplier and sent to the buyer after goods or services are delivered. It is the supplier's request for payment.

In a typical purchasing workflow: Buyer sends PO → Supplier accepts PO → Supplier delivers goods → Supplier sends invoice referencing the PO number → Buyer pays invoice.

When should you use a purchase order?

• Ordering stock or inventory from a supplier.
• Engaging contractors or service providers for work above a certain value.
• Any purchase that needs approval before the supplier begins work.
• Government or corporate procurement — most organisations require a PO for any external purchase.

For very small or one-off purchases from familiar suppliers, a PO may be overkill. But for any recurring supplier relationship or significant purchase, a PO provides important protection for both parties.

Frequently asked questions

Is a purchase order legally binding?

Yes, once the supplier accepts a purchase order — either explicitly or by beginning fulfilment — it becomes a legally binding contract. The supplier is obligated to deliver the specified goods or services, and the buyer is obligated to pay at the agreed price.

Can I use a purchase order for services, not just goods?

Yes. POs work equally well for services — consulting, design, construction, maintenance. Specify the service description, scope, and rate in the line items, and include the delivery date as the date the service should be completed.

What other business documents can I create on Filero?

Filero offers free generators for invoices, quotes, receipts, pay stubs, and expense reports — all free, no account, no watermark.

Ready to try it?

Use Filero's free Purchase Order Generator tool. No account needed, works on any device.

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