This free Purchase Order template is a ready-to-use document you can fill in, export and send today. Commercial purchase order invoice for B2B goods ordering, supplier billing, and inventory procurement. Use it to bill a client clearly enough that finance can pay it without asking you a single question. Every field is editable, the preview updates as you type, and the finished file downloads as PDF or Word with no watermark and no sign-up.
How a purchase order and invoice fit together
In a B2B flow the buyer issues a purchase order first, committing to buy specific goods or services at agreed prices. The seller fulfils the order, then sends an invoice that references the PO number. The PO is the buyer's promise; the invoice is the seller's claim for payment. Finance teams treat a PO number on the invoice as close to mandatory, because without it the invoice cannot be matched against an approved commitment and often gets held or returned.
Three-way matching is the control that ties it all together: the accounts payable team compares the purchase order, the goods-receipt note (proof the items actually arrived), and the invoice. If the quantities and prices agree across all three, the invoice is cleared for payment. Any mismatch, such as being billed for ten units when eight were received, gets flagged before money leaves. Understanding this is why sellers should never quietly change quantities or unit prices from the original PO without a formal amendment.
A PO that AP teams accept usually shows a unique PO number, buyer and supplier details, a line-by-line description with quantities and agreed unit prices, delivery date and address, payment terms, and any tax or shipping treatment. Matching your invoice fields to the PO exactly, right down to item descriptions, is the single biggest thing you can do to get paid on time.
Who this Purchase Order template is for
- Freelancers and consultants billing clients directly
- Small businesses that invoice a handful of customers each month
- Anyone who needs a compliant record for their accountant
What's included in this Purchase Order template
- Supplier name
- Buyer name
- Po number
- Order date
- Delivery address
- Payment terms
- Goods description
- Total cost
How to use this Purchase Order template
- 1Replace the sender block with your own name, address and tax number.
- 2Add the client's legal name and billing address exactly as they gave it.
- 3Set a sequential invoice number and an explicit due date, not just "Net 30".
- 4Enter each line item with a description, quantity and rate — the totals compute themselves.
- 5Export to PDF and attach it to a short email naming the invoice number.
Purchase Order: mistakes to avoid
- Never reuse an invoice number. Cancel and issue a credit note instead.
- Write the due date as a real date. "Net 30" invites an argument about day one.
- Include the purchase order number if your client uses one — some finance systems will not pay without it.
- Send PDF, not Word, so the layout cannot shift on the client's machine.
Frequently asked questions
Is this Purchase Order template really free?
Yes. You can fill it in, export it to PDF or Word, and send it to a client without creating an account, and the exported file carries no watermark or branding of ours.
What must a Purchase Order include to be valid?
A unique sequential number, the issue date, an explicit due date, both parties' names and addresses, an itemised breakdown of what you delivered, the subtotal, any tax shown separately, the total due, and how to pay you. Most tax authorities also require your registration number where you have one.
Can I edit the line items and tax rate?
Yes. Add or remove rows, change descriptions and rates, and set your own tax percentage. The subtotal, tax and total recalculate from the rows, so the arithmetic on the page always adds up.
PDF or Word — which should I send?
Send the PDF. It renders identically everywhere and cannot be altered by accident. Keep the Word file for the occasional client whose finance system asks for an editable copy.