Create professional purchase orders for supplier procurement, inventory management, and budget control. Streamline purchasing with instant PO generation and tracking. Free preview includes sending purchase orders. No credit card required.
Legal
Binding Contract
Instant
Approval Flow
Track
Full Visibility
Create Any Business Document
A purchase order (PO) is a legally binding document issued by a buyer to a supplier, authorizing a purchase transaction. It specifies the types, quantities, and agreed prices for products or services. Once accepted by the supplier, it becomes a contract between both parties.
Creates binding agreement protecting both buyer and supplier with clear terms.
Enables spending authorization and tracking before committing to purchases.
Maintains complete record of all purchase transactions for compliance and auditing.
Facilitates three-way matching between PO, goods receipt, and supplier invoice.
Authorized by: Sarah Johnson, Procurement Manager
Key benefits of implementing a purchase order system in your business
Pre-authorize spending and prevent unauthorized purchases
Binding contract protecting both parties in disputes
Track stock levels and manage reordering efficiently
Complete documentation for audits and compliance
Build better relationships with clear communication
Streamline procurement and reduce processing time
Everything you need for efficient procurement management
Sequential PO numbers with custom prefixes for organization and tracking.
Manage supplier details, contacts, and payment terms in one place.
Multi-level authorization process with spending limits and notifications.
Product database with descriptions, SKUs, and standard pricing.
Monitor spending against budgets with real-time reporting.
Match PO, goods receipt, and invoice for payment authorization.
Professional PDF purchase orders with custom branding and logo.
Send POs directly to suppliers via email with delivery confirmation.
Track PO status from creation through delivery and invoicing.
Join thousands of businesses streamlining procurement with SendInvoice
Create Purchase Order FreeFree • No credit card • Supplier management • Budget control
Yes, a purchase order becomes a legally binding contract once the supplier accepts it. It specifies the exact terms of the transaction including products, quantities, prices, delivery dates, and payment terms, protecting both parties in case of disputes.
A purchase order is created by the buyer to order goods/services from a supplier. An invoice is created by the supplier requesting payment for goods/services delivered. The PO initiates the transaction, while the invoice closes it by requesting payment.
The buyer (purchasing company) creates the purchase order. Typically, a procurement department, purchasing manager, or authorized employee generates the PO after obtaining necessary approvals. It's then sent to the supplier to fulfill the order.
Essential information includes: unique PO number, buyer and supplier details, order date, required delivery date, detailed item descriptions with quantities and unit prices, subtotal and total amounts, delivery address, payment terms, and authorized signature. Additional terms and conditions may be included.
Three-way matching is the process of verifying that the purchase order, goods receipt, and supplier invoice all match before authorizing payment. This control ensures you only pay for goods actually ordered and received at the agreed price, preventing fraud and errors.
Yes, but only with supplier agreement. Before acceptance, you can cancel or modify freely. After acceptance, you need supplier consent as it's a binding contract. Issue a PO amendment or change order documenting agreed modifications. Keep all versions for audit purposes.
While not legally required, purchase orders are highly recommended even for small businesses. They provide financial control, prevent unauthorized spending, create audit trails, clarify terms with suppliers, and protect you legally. They're especially important as your business grows.
Keep purchase orders for at least 6-7 years for tax and audit purposes. In the UK, HMRC requires business records for 6 years. Some industries have longer retention requirements. Store digitally for easy access and to save space. Check your local regulations for specific requirements.
