Invoice with Purchase Order
Many business buyers will only pay invoices that reference a valid purchase order (PO). Including the PO number on your invoice lets the buyer's accounts payable team match your bill to their approved order — no PO number often means no payment, or at least a long delay.
When to use this
- When the buyer's procurement process requires a PO for every purchase
- When you were given a PO number before delivering goods or services
- When invoicing large organisations, governments, or enterprises
- When you want to reduce back-and-forth with accounts payable departments
- When your contract states that invoices must quote the PO
Key fields to include
- The buyer's purchase order number, quoted exactly
- Line items matching the PO's descriptions and quantities
- Any partial delivery: what was shipped vs what the PO ordered
- Unit prices consistent with the PO's agreed prices
- The PO contact or cost centre, if provided
- Your invoice number and payment terms
Frequently asked questions
What happens if I invoice without a PO number?
In organisations with strict procurement, the invoice may be rejected or held until a PO is raised — which can take weeks. Always ask for the PO number before starting work if the buyer uses purchase orders.
Should the invoice amounts exactly match the PO?
Ideally yes. If the invoice exceeds the PO — for example, extra work was needed — the buyer may need to amend the PO before they can pay. Flag overages with the PO contact before invoicing.
Can one invoice reference multiple POs?
Yes, list each PO number against its line items. But if the buyer's system matches one invoice to one PO, separate invoices per PO will be processed faster.
More use cases
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