Purchase Order Generator
Describe what you're ordering — vendor, line items, quantities, prices — and Happycapy turns it into a professional purchase order as a clean PDF, complete with a PO number, dates, and totals. Handy for small businesses and buyers who need to send a proper PO without setting up procurement software. Free to start.
How it works
Enter the order details
Describe the vendor, the items you're ordering with quantities and unit prices, and any shipping or payment terms.
Add your PO number and dates
Supply your own purchase order number to match your sequence, or use a placeholder, plus the issue date and any required delivery date.
The tool builds the PO
Line items are laid out in a clean table, subtotals and tax are calculated, and the totals and terms are placed in a standard purchase order format.
Download and send
Get a print-ready PDF to send to your vendor. Keep your details on file to regenerate quickly for the next order.
Who is this for
Small business buyers
Send a proper, numbered purchase order to suppliers without paying for procurement software.
Freelancers and contractors
Formalize what you're ordering from a supplier or subcontractor with a clear paper trail.
Office and operations managers
Authorize purchases with a consistent PO format the finance team can match to invoices later.
Six prompt-engineering tips that move the needle
Small changes in how you write a prompt make the biggest difference in output.
List each item on its own line
Give a description, quantity, and unit price per item so the table and totals come out correctly.
Supply your own PO number
The tool won't keep a running counter — provide the number that fits your existing sequence.
State tax explicitly
Give a tax rate or fixed amount if it applies; otherwise the PO shows a subtotal and total without tax.
Include payment and delivery terms
Terms like 'Net 30' or a required delivery date belong on a PO — mention them so they appear.
Add both addresses
Include billing and shipping addresses when they differ so the vendor ships to the right place.
Double-check totals before sending
For large item lists or unusual tax, verify the math on the generated PO before it goes out.
What to expect
For a clear description of the vendor, line items, and totals, the tool produces a clean, correctly-totaled purchase order PDF in under a minute. Straightforward orders with a handful of line items come out reliably. Very long item lists, multi-currency orders, or unusual tax rules may need you to double-check the math and layout before sending.
Example: A user entered 'PO from Acme Ltd to Bright Supplies, PO #1042: 10 office chairs at $85 each and 5 desks at $220 each, net 30 terms.' The tool returned a one-page PDF with both parties' details, the PO number and date, a two-line item table with quantities and unit prices, a correctly summed total of $1,950, and 'Net 30' shown under payment terms.
Good to know
- It doesn't maintain a running PO number sequence between sessions — supply your own numbers to keep them consistent.
- Complex tax scenarios (multiple rates, regional rules) should be verified, since the tool applies the rate you give without validating local requirements.
- The output is a document, not an accounting record — it won't sync with inventory or procurement systems on its own.
Frequently asked questions
What is a purchase order and when do I need one?
A purchase order (PO) is a document a buyer sends to a supplier to formally request goods or services, listing items, quantities, agreed prices, and terms. It's used to authorize a purchase and create a paper trail before an invoice is issued.
What's the difference between a purchase order and an invoice?
A purchase order is created by the buyer to order goods; an invoice is created by the seller to request payment for those goods. The PO usually comes first, and the invoice references the PO number once the order is fulfilled.
What details should I include?
Typically the buyer and vendor details, a unique PO number, the date, line items with quantities and unit prices, subtotal, any tax, the total, and payment or delivery terms. Describe whichever of these you have and the tool fills in a clean layout.
Does it assign a PO number automatically?
You can supply your own PO number to match your existing sequence, or ask the tool to include a placeholder number you can edit. It doesn't maintain a running counter across sessions, so track your numbering on your side.
Can I include tax and shipping?
Yes — specify a tax rate or fixed tax amount and any shipping or handling charges, and the tool adds them to the totals. If you don't mention tax, it produces a subtotal and total without it.
What format do I get the purchase order in?
A clean, print-ready PDF you can download and send to your vendor. If you need to make ongoing edits, keep your input details so you can regenerate rather than editing the PDF directly.
Is this suitable for a real, legally binding order?
A purchase order can form part of a binding agreement once accepted, but the legal weight depends on your contract terms and jurisdiction. Review the details carefully and, for high-value or complex orders, confirm your terms with the vendor or a professional.
Ready to create?
Sign up free and put AI agents to work across your tasks, from quick jobs to complete end-to-end workflows, right in your browser, no setup needed.
Get started for free