Purchase Order Template Generator
Create a purchase order free online. Add items with quantity and unit cost, set tax and shipping, and get an instant subtotal and order total with the math shown step by step.
Updated 2026-06-14 · Free · No sign-up · Runs privately in your browser
Show the purchase order & math
How the Purchase Order Template Works
This tool builds a professional purchase order and totals it for you. Enter the buyer, the vendor, a PO number and currency symbol, then add one line per item with a quantity and unit cost. Set the tax rate and any shipping or freight, and the order total updates instantly.
The Formula
For each line, the amount is quantity × unit cost. The order totals are:
Subtotal = Σ (line amounts) Tax = Subtotal × tax rate% Order total = Subtotal + Tax + Shipping
Worked Example
A company orders 10 cases of copy paper at $38 each and 4 toner cartridges at $89 each, with a 6% tax rate and $45 shipping:
- Paper: 10 × $38 = $380.00
- Toner: 4 × $89 = $356.00
- Subtotal = $380.00 + $356.00 = $736.00
- Tax = $736.00 × 6% = $44.16
- Order total = $736.00 + $44.16 + $45.00 = $825.16
Purchase Order vs. Invoice
| Purchase order | Invoice | |
|---|---|---|
| Created by | Buyer | Seller |
| Purpose | Request/authorize an order | Request payment |
| Timing | Before delivery | After delivery |
| Key reference | PO number | PO number + invoice number |
Tips for Clean Purchasing
- Use sequential PO numbers so every order is traceable.
- List SKUs or part numbers to avoid the vendor shipping the wrong item.
- Match PO, receipt and invoice (a three-way match) before paying.
When the purchase order looks right, open the worked-example panel and use Print to PDF to save or email it to your vendor.
Frequently asked questions
What is a purchase order?+
A purchase order (PO) is a document a buyer sends to a vendor to formally request goods or services at agreed quantities and prices. Once the vendor accepts it, the PO becomes a binding contract. It includes a unique PO number, the items, quantities, unit costs, taxes, shipping and the order total.
What is the difference between a purchase order and an invoice?+
A purchase order is created by the buyer to request and authorize an order, while an invoice is created by the seller to request payment after delivering the goods. The PO number is usually referenced on the matching invoice so both sides can reconcile the transaction.
How do I calculate the total on a purchase order?+
Multiply quantity by unit cost for each line and add the line totals for the subtotal. Apply the tax rate to the subtotal, add any shipping or freight, and the result is the order total. This generator performs each step automatically as you enter items.
Why use a PO number?+
A unique PO number lets the buyer and vendor track an order through approval, fulfillment, invoicing and payment. Accounting teams match the PO number on the invoice and the receiving record in a three-way match to prevent overpayment and fraud.
Is this purchase order template free?+
Yes. Add unlimited line items, set any currency, tax rate and shipping cost, and the totals update instantly with no sign-up. Use the worked-example panel with your browser's Print to PDF feature to save or send the completed purchase order.