What should a purchase order include?

Who orders and who supplies, a number and a date, where and by when to deliver, and what is ordered line by line with its quantity and unit (and its sizes, for glass or boards cut to size). If you agree them, the prices, the tax and the conditions: payment, carriage, packaging. Check whether your supplier asks for its own references.

What is the difference between a purchase order, a budget and a delivery note?

The budget is what you offer your customer; the purchase order is what you ask your supplier for; the delivery note is what is handed over. Here the three are linked: a purchase order and a delivery note can both start from an accepted budget.

Can I make the purchase order from a budget?

Yes. “From a budget” brings the chosen lines of a budget saved in this browser, at the budget line's cost when it has one, never at its selling price; the optional lines only if you tick them. Your customer's details do not go on the order, and the budget does not change.

Is the supplier's confirmation from the link a signature?

It is a message from your supplier to you with the order's reference code and the delivery date it expects: it records what it says it will supply, but it is not a certified electronic signature.

Is it free to make purchase orders?

Yes: the free plan covers 10 new documents a month among budgets, job reports, survey sheets, delivery notes and purchase orders, with the PDF and the link for your supplier. With Pro there is no monthly limit.

Documents · Purchase order

Purchase order: what you order from your supplier, ready to send

Write what you order, line by line with its quantity and unit, and the purchase order builds itself on the page, ready to print or save as PDF. Glass and boards go to size: width × height and pieces, with the m² worked out. Prices and tax only if you want them. Bring the chosen lines of a budget at their cost, without retyping. Send it as a link and your supplier confirms it, with the delivery date, by WhatsApp or e-mail. Kept in this browser: nothing is uploaded.

Your company on the documents

Shown on every document you make here, and on the specification sheet and the schedule report: one set of details for all of them. Saved in this browser.

Company name

Prepared by

Address, phone, email, tax number

Footer line

PNG, JPG, WebP or SVG, up to 900 kB.

What goes on the purchase order

The date and the order number (leave it empty and issuing gives the next one: PO-2026-001), the supplier with its details, where to deliver and the date you need it by, and the job or budget it is for. Then what you order, line by line, with your supplier's reference, the description, the quantity and the unit. The paper adds up the quantities per unit — square metres with square metres, bars with bars — and a line without a quantity is flagged, never counted as zero. Below: your notes for the supplier and the conditions (payment, carriage, packaging).

Glass and boards to size

Fill in the width and the height in millimetres and the line is to size: the quantity becomes the number of pieces, and the order works out the area, exact to the square millimetre (3 × 1,200 × 800 mm = 2.88 m²). The unit says what the price is per: m² for a price per square metre, any other unit (pc, sheet…) for a price per piece. Your supplier may bill minimum sizes or round them on its invoice; the order shows the exact area and says so.

Prices and tax, only if you want them

Many orders go out at the supplier's price list: untick “Show prices” and the order carries quantities only. With prices, each line's amount is rounded to the cent like a budget's, and the tax is the one you type — none is assumed. Without a rate, the order says “Taxes not included”.

From a budget

“From a budget” brings the chosen lines of a budget saved in this browser, the one your customer accepted: optional lines only if you tick them, and an alternative that was not chosen, never. The price of each line is the budget line's cost, never its selling price, and your customer's details stay out of the order. In the budget itself, “Make the purchase order”, under More, does it in one step. The budget does not change.

Send it to the supplier

“Send to the supplier” puts the order inside a link: your supplier opens it, checks it and confirms it with a message to your WhatsApp or e-mail carrying the order's number, a reference code, the delivery date it expects, its name and its remarks. It is a message, not a certified electronic signature, and both pages say so. The delivery note is the other way round: what you hand over to your customer.

Issued means frozen

While it is a draft, the order saves itself as you type. Once issued it cannot be changed; a change becomes revision 2, 3… and each revision can be compared with the one before.

What is free

The whole purchase order, printed or saved as PDF, the link for your supplier and bringing the lines of a budget. Like budgets, job reports, survey sheets and delivery notes, a new purchase order counts in the free plan's 10 new documents a month; editing, printing and issuing what is already saved never counts. The free version prints a small “Prepared with SyntaxFlow” line at the foot; Pro removes it, has no monthly limit and adds your own templates: the usual order to each supplier, ready to start from.

Questions people ask

What should a purchase order include?: Who orders and who supplies, a number and a date, where and by when to deliver, and what is ordered line by line with its quantity and unit (and its sizes, for glass or boards cut to size). If you agree them, the prices, the tax and the conditions: payment, carriage, packaging. Check whether your supplier asks for its own references.
What is the difference between a purchase order, a budget and a delivery note?: The budget is what you offer your customer; the purchase order is what you ask your supplier for; the delivery note is what is handed over. Here the three are linked: a purchase order and a delivery note can both start from an accepted budget.
Can I make the purchase order from a budget?: Yes. “From a budget” brings the chosen lines of a budget saved in this browser, at the budget line's cost when it has one, never at its selling price; the optional lines only if you tick them. Your customer's details do not go on the order, and the budget does not change.
Is the supplier's confirmation from the link a signature?: It is a message from your supplier to you with the order's reference code and the delivery date it expects: it records what it says it will supply, but it is not a certified electronic signature.
Is it free to make purchase orders?: Yes: the free plan covers 10 new documents a month among budgets, job reports, survey sheets, delivery notes and purchase orders, with the PDF and the link for your supplier. With Pro there is no monthly limit.