Free purchase order generator
A purchase order is the buyer’s side of the paperwork. It tells a vendor what you want, how many, at what price and by when, and once they accept it, it is what their invoice and your delivery check are matched against.
This generator makes one with your business and the vendor’s details, the items and agreed prices, and the GST you should expect on the vendor’s invoice.
- No sign-up
- GST checked by InvoizeFlow
- PDF download
Saved in this browser only.
Your business
Printed at the top of the document, as the supplier.
Your 15-character GST number. Its first two digits are your state.
Vendor
The supplier you are ordering from.
Decides whether the order carries IGST or CGST and SGST.
Details
Items
Price each item before GST. The tax is worked out from the rate and the place of supply.
- Item 1
Amount —
Notes
Logo and signature
Shrunk in your browser, then checked again and redrawn by our server before they are printed.
Logo (optional)
PNG, JPEG or WebP. Printed in the document's header.
Signature (optional)
Printed above “Authorised signatory”. A transparent PNG looks best.
Keep it in InvoizeFlow
Create a free account and this purchase order is waiting in it as a draft, with your customer added to your records. No card needed.
What your purchase order includes
- The title 'Purchase Order' and a PO number
- The order date and the expected delivery date
- Your business name, address and GSTIN
- The vendor's name, address, GSTIN, email and phone
- Each item with its quantity, unit, agreed rate and GST rate
- The subtotal, CGST and SGST or IGST, and the total
- Delivery notes, and your signature above 'Authorised signatory'
How to make one
- 1Enter your business and GSTIN.
- 2Enter the vendor. Their GSTIN decides whether the order shows IGST or CGST and SGST.
- 3Give the order a number and, if you have one, an expected delivery date.
- 4Add the items with quantities, agreed prices and GST rates.
- 5Add delivery instructions in the notes, then download the PDF.
A worked example
Kaveri Design Studio, registered in Karnataka, orders from Printwell Systems Pvt Ltd in Tamil Nadu. They are in different states, so the whole 18% is charged as IGST.
| Item | Qty × rate | Taxable value | GST |
|---|---|---|---|
| Laptop, 14-inch, 16 GB RAM | 2 × ₹62,000.00 | ₹1,24,000.00 | ₹22,320.00 |
| Wireless keyboard and mouse set | 2 × ₹1,800.00 | ₹3,600.00 | ₹648.00 |
| Taxable value | ₹1,27,600.00 | ||
| IGST at 18% | ₹22,968.00 | ||
| Total | ₹1,50,568.00 | ||
Load this example into the generator above with Load a sample. Every item here is at 18%; use the rate that applies to your own goods or services.
Why send a purchase order
A purchase order records what was agreed before anything is delivered: the items, the quantities and the prices. It protects both sides. The vendor has a written order to fulfil, and you have something to check the delivery and the invoice against.
What a purchase order should specify
Enough that a different person at the vendor could fulfil it without calling you:
- Each item precisely: make, model, size, grade or anything else that distinguishes it
- The quantity and the unit it is counted in
- The agreed price per unit, before GST
- When and where it is to be delivered
- The payment terms, such as 30 days from the invoice
The generator prints the items, quantities, prices, GST and dates, and everything else you put in the notes.
Numbering and approvals
Number orders in a series, such as PO-2026-019, and ask vendors to quote the number on their invoices, so every invoice can be traced to what was ordered. Where a manager has to approve purchases above a limit, their signature above "Authorised signatory" shows the order was approved.
GST on a purchase order
The GST is charged by the vendor on their invoice; the order shows what to expect. A vendor registered in your state charges CGST and SGST, and a vendor in another state charges IGST, so the generator decides from the first two digits of the vendor's GSTIN.
Matching orders, deliveries and invoices
Many businesses check three documents before paying: the purchase order, the delivery note or goods received, and the vendor’s invoice. When all three agree on items, quantities and prices, the invoice is paid. Put your PO number where the vendor will quote it on their invoice.
This page explains the rules in general terms. It is not tax advice; check anything specific to your business with your accountant.
Questions
No. GST law does not require one. It is a commercial document between you and your vendor; the vendor's tax invoice is what records the GST and supports your input tax credit.
Because the vendor's GSTIN is from a different state than yours. For a vendor in your own state the order shows CGST and SGST.
Yes. Put them in the notes; they are printed below the totals.
They should say so before accepting. Send a revised order, so the order you match their invoice against is the one both of you agreed.
No. What you enter is sent to InvoizeFlow to total and render the PDF, and is not stored. Your draft stays in your browser until you clear it.
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