Organizely can turn any purchase order into a clean, professional PDF that you can print, download, or email to your supplier. The document carries your branding, and you control exactly what it shows from one settings page. These branding settings apply to every purchase order in your organization.
What the PDF includes
Your supplier-facing purchase order PDF can show:
Your company logo and company name
Your billing address (so the supplier knows who to invoice)
The ship-to address (where the goods should be sent)
The supplier's full address and contact details
A small product thumbnail next to each line item
Each item's SKU
Itemized quantities and totals
A footer note for your terms or payment instructions
You decide which of these appear (see Choose which sections appear, below).
Customize the PDF in Purchasing → Settings
Go to Purchasing → Settings. The page is titled "Purchase Order Settings" and covers your branding, numbering, and the PDF document your suppliers receive.
Tip: There is a Save button at both the top and the bottom of the page. Clicking either one saves every setting on the page in a single step, so you do not have to save each card separately.
Add your company logo
In the Company logo card, click Upload logo.
Choose an image file (a PNG or JPG works best).
Click Save to apply it.
Your logo appears at the top of your purchase order PDFs and on supplier emails. To swap it, use Replace logo; to take it off, use Remove (then Save).
Set your company name
In the Company name card, keep "Show the company name on purchase order documents" checked to print your name on documents.
Leave the Company name field blank to use your organization name, or type a different name to override it.
If your logo already includes your company name, uncheck the box to hide the text.
Click Save.
Choose a brand accent color
The accent color is used for the document title, section headers, and table dividers.
In the Accent color card, pick a color with the swatch, or type a hex value (for example, #2563eb).
Click Save.
Add your billing address
In the Billing address card, fill in Name, Address line 1, Address line 2, City, State / Province, ZIP / Postal code, and Country.
Click Save.
This address prints on the purchase order so suppliers know who to invoice. You can leave fields you do not need empty.
Choose which sections appear
In the Document sections card, use the toggles to show or hide parts of the PDF. Everything is shown by default. The toggles are:
Item images: print a small product image next to each line item.
SKUs: show each item's SKU alongside its name.
Supplier contact: include the supplier's contact details at the top of the document.
Ship-to address: print the destination address the supplier should ship to.
Flip any toggle off to remove that section, then click Save.
Add a footer or terms note
In the Footer note card, type your terms, payment instructions, or any other note (for example, "Payment due within 30 days of receipt").
Click Save.
The note prints at the bottom of every purchase order.
Set your PO numbering
New purchase orders are numbered automatically. You can control where that sequence starts, which is useful when you are continuing a numbering scheme from another system.
Go to Purchasing → Settings.
In the Purchase order numbering card, enter a Starting PO number (must be 1 or greater).
Click Save.
Note: The starting number applies to the next auto-numbered purchase order. Existing purchase orders keep their numbers, and a PO you number by hand is never overwritten.
Generate, download, or email a PO PDF
Open any purchase order (Purchasing → Purchase Orders → select a PO). In the action bar, open the settings (gear) menu, then choose:
Print PDF: opens the branded PDF in an in-app preview you can print or download.
Export as → PDF: downloads the PDF file. (The same Export as menu also offers CSV, CSV (Dymo), and Plain Text.)
Email to supplier: emails the purchase order to your supplier with the document attached. In the dialog you set the recipients (required), the subject, an optional reply-to address, a short note for the supplier, and the attachment format (PDF by default, or CSV, CSV (Dymo), or Plain Text).
About the ship-to address on the PDF
By default, the PDF's "Ship to" block shows the address of the purchase order's receiving location. If you set a Custom shipping address on the purchase order (on the top row of the PO, next to Status and Location), that saved address is snapshotted onto the PO and overrides the receiving-location address in the "Ship to" block. To leave the block off the document entirely, turn off the Ship-to address toggle in Purchasing → Settings.
Need help?
If you have questions or want an additional section on your purchase order PDF, reach out to our support team.