Purchase Order | Eonebill

A purchase order is one of the most fundamental documents in the business procurement process. Whether you are a small business owner ordering supplies, a procurement manager restocking inventory, or a contractor purchasing materials for a project, the purchase order is the tool that transforms an informal purchasing need into a formal, legally recognized commercial agreement. At Eonebill, our free purchase order template is designed to give you a professional, legally sound document in minutes—no accounting degree required.

The purchasing process can quickly become chaotic without the right documentation. When purchase orders are verbal, informal, or scattered across emails, you create risk: risk of receiving the wrong items, risk of disputed pricing, risk of missed delivery windows, and risk of audit findings when you cannot produce a paper trail. A properly completed purchase order eliminates all of these risks by creating a single, authoritative record of what was ordered, from whom, at what price, and on what timeline.

Purchase orders are the backbone of B2B commerce. Without a standardized purchasing document, businesses risk receiving the wrong goods, overpaying for items, or failing to document received deliveries. A well-structured purchase order eliminates these risks by creating a legally recognized record of the purchasing agreement between buyer and seller. In this comprehensive guide, we cover everything you need to know about purchase orders—what they contain, how to create them, when to use them, and how digital tools have transformed the procurement process for modern businesses.

What Is a purchase order?

A purchase order is a commercial purchasing document issued by a buyer to a seller that formalizes a request for goods or services. Unlike a verbal agreement or informal email, a purchase order creates a documented paper trail that protects both parties, specifies exactly what is being purchased, at what price, and under what delivery terms. It is a core component of the procure-to-pay process used by businesses of all sizes, from sole proprietors to Fortune 500 procurement departments.

The purchase order serves several simultaneous functions. For the buyer's accounts payable team, it provides the documentation needed to match against vendor invoices and approve payments. For the buyer's receiving team, it serves as the authoritative list of what should be arriving. For the seller, it is a confirmed order that triggers their fulfillment workflow. For both parties, it is a legally binding record that resolves disputes and supports compliance with tax and audit requirements.

What distinguishes a purchase order from an informal purchase is its completeness and specificity. A purchase order includes not just the names of the parties and the items being purchased, but the exact quantities, unit prices, delivery dates, shipping addresses, payment terms, and any special conditions. This level of detail is what makes the document useful as both an operational tool and a legal instrument.

Key Elements of a purchase order

Every effective purchase order must contain these core components:

Buyer Information: The full legal name of your business or organization, your address, phone number, and the name of the person or department placing the order. This establishes the purchasing entity and provides the seller with a point of contact.

Seller Information: The vendor's company name, address, and contact details. Using the correct vendor information is critical—mistakes here can result in orders being sent to the wrong supplier entirely.

Purchase Order Number: A unique identifier assigned by the buyer's system. This number should be sequential, systematic, and impossible to duplicate. Every version of a purchase order—original, amended, or cancelled—should carry its own distinct reference number.

Issue Date and Delivery Date: The date the PO is issued and the date goods or services are expected to be delivered. The delivery date is not just a preference—it is often a contractual commitment that the seller is expected to meet.

Line Item Table: A detailed list of every item being purchased, including: item description or product name, part or SKU number if applicable, quantity ordered, unit of measure (units, pounds, hours, etc.), unit price, and line total for each item. The line item table is the heart of the purchase order.

Subtotal: The sum of all line item totals before taxes, shipping, or other fees are applied.

Taxes and Fees: Applicable sales tax, VAT, shipping charges, handling fees, or any other ancillary costs. These should be broken out individually so the buyer understands the full cost breakdown.

Grand Total: The final amount due, including all line items, taxes, and fees. This is the number the accounts payable team will use to approve payment.

Payment Terms: The agreed-upon terms for when and how payment will be made—for example, Net 30, Net 60, or Cash on Delivery. These terms should match what was negotiated with the vendor.

Shipping and Delivery Instructions: The address where goods should be delivered, any special handling instructions, and who should be notified upon delivery.

Terms and Conditions: Legal clauses covering scenarios such as order cancellation, delivery delays, defective goods, return policies, and liability limitations.

How to Create and Use a purchase order

Creating a professional purchase order using Eonebill's free template is straightforward:

Step 1: Identify Your Purchasing Need

Before issuing a purchase order, confirm that the purchase has been authorized. Many businesses require a purchase requisition or manager approval before a PO can be issued. Make sure the need is documented and funded.

Step 2: Select the Right Vendor

Confirm you are ordering from an approved vendor. Check that the vendor's name, address, and contact information in your system matches what appears on the quote or price list you are referencing.

Step 3: Fill In the Template

Using Eonebill's free purchase order template, enter your company information, the vendor's information, and the full line item detail. Double-check every quantity and unit price against your quote or price list.

Step 4: Review and Approve

Before sending, review the PO for accuracy. Verify totals, confirm delivery addresses, and ensure payment terms match your agreement with the vendor.

Step 5: Send and Track

Send the PO to the vendor via your preferred method—email, procurement portal, or direct submission. Track the PO status as acknowledged, in-progress, shipped, or closed.

Sample Purchase Order | Eonebill Example

Here is what a completed purchase order looks like in practice:

From (Buyer):

Horizon Construction Group LLC

440 Builder Boulevard, Austin, TX 78701

Phone: (512) 555-0247

Email: procurement@horizonconstruction.com

To (Seller):

Southwest Building Supply Co.

2100 Industrial Parkway, Austin, TX 78744

Phone: (512) 555-0830

Email: orders@southwestbuildingsupply.com

Purchase Order No.: PO-2026-1142

Date Issued: April 14, 2026

Expected Delivery: April 21, 2026

Line Items:

1. # Rebar Grade 60 (1/2" diameter) — 500 linear ft × Purchase Order | Eonebill.40/ft = purchase-order,200.00
2. Weld Mesh Wire Fabric 6×6-W2.9×W2.9 — 200 sheets × Create professional purchase orders instantly with Eonebill's free purchase order template. Streamline procurement, manage vendors, and get paid faster with automated workflows.8.50/sheet = ,700.00
3. Concrete Formwork Tie Rods (3/4") — 100 units × purchase-order4.20/unit = purchase-order,420.00

Subtotal: purchase-order0,320.00

Freight and Handling: purchase order, purchase order template, free purchase order, PO template, purchase order form, how to write a purchase order, purchase order format, business purchasing85.00

Total Due: purchase-order0,805.00

Payment Terms: Net 30 from date of delivery

Delivery Address: 440 Builder Boulevard, Austin, TX 78701, Attn: Receiving Dock, Gate B

This example illustrates how a properly formatted purchase order communicates all critical purchasing information clearly, reducing the risk of misunderstandings between buyer and seller.

Related Purchase Order Templates

Find the right purchase order template for your specific industry or use case:

• Purchase Order Template — The foundational blank template for any purchase
• Purchase Order Form — A simplified form-style purchase document
• Free Purchase Order Template — No-cost template with full features
• Purchase Order Sample — A real-world example you can learn from
• Invoice Templates Hub — Complete your billing workflow

Get Started with Your Purchase Order | Eonebill

The purchase order is a cornerstone of professional procurement. It protects your business, clarifies your agreements with vendors, and creates the paper trail that makes accounting and auditing straightforward. Eonebill's free purchase order template gives you a professionally structured document that you can complete in minutes and send immediately—no printing delays, no formatting headaches, just a clean PO that gets the job done.

Download the Free purchase order Now and streamline your purchasing workflow today.