Everhour connects project reporting to billing workflows, while this page helps you create a clear buyer-issued purchase order.
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A purchase order is a buyer-issued document. You use it to authorize a purchase, state the agreed scope, and give the vendor a reference number before delivery or billing. It is different from an invoice, which the seller issues to request payment, and different from a receipt, which proves payment received.
Use a purchase order when the buyer needs approval, budget control, or a clear audit trail before the vendor starts work. A clean PO reduces disputes because the vendor can match later invoices against the PO number, item descriptions, quantities, prices, delivery terms, and payment terms.
A practical PO includes the buyer name and address, vendor name and address, PO number, issue date, delivery date or service period, shipping or service location, line items, quantities, unit prices, extended prices, subtotal, tax treatment, total, payment terms, and buyer contact. Add the approver or department when internal controls require it.
For line items, write the purchase in terms the vendor can fulfill and the finance team can match. A line such as "Design support, April campaign, 20 hours at $85 per hour" gives more useful detail than "Marketing help." For goods, include SKU, description, quantity, unit of measure, unit price, and delivery location.
A purchase order should show the expected tax treatment without pretending that one national United States sales-tax rate exists. The United States does not use a national VAT or GST invoice regime. State and local sales and use tax rules govern taxable sales, rates, nexus, product or service taxability, and the place of sale.
Use the PO tax line as an estimate or buyer instruction, then let the seller apply the correct state and local treatment on the invoice where applicable. Service taxability varies by state and service type. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad categories of taxable services.
A free PO works well for a single purchase, a small vendor order, or a buyer who needs a downloadable record for approval. It is enough when the purchase has a clear total, a fixed scope, and no ongoing time or cost tracking behind the order.
A managed workflow matters when purchase orders connect to project budgets, billable work, or recurring vendor activity. Everhour Reporting provides customizable reports with 45+ columns, metadata filters, grouping, exports, and scheduled email delivery, so approved work, costs, invoice status, and project totals stay visible after the PO is created.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A purchase order is issued by the buyer before the purchase is completed. An invoice is issued by the seller to request payment after goods or services are supplied, or according to the contract schedule. The PO authorizes the purchase, while the invoice asks for payment and should reference the PO number when the buyer requires matching.
A purchase order should show buyer and vendor details, PO number, issue date, delivery or service dates, shipping or service location, line items, quantities, unit prices, totals, tax treatment, payment terms, and buyer contact. Internal teams often add department, approver, budget code, or project code for approval and reporting.
A United States purchase order does not use a national VAT or GST registration number because the United States does not have a national VAT or GST invoice regime. Sellers that make taxable sales may need state-level sales-tax registration, such as a seller's permit where state law requires it.
A purchase order can include expected sales tax, but the final tax treatment belongs on the seller's invoice under the applicable state and local rules. Rates depend on the state and local jurisdiction, the buyer's receipt location, nexus, and whether the item or service is taxable.
Vague line items cause the most matching problems. Finance teams need the vendor invoice to line up with the PO number, item description, quantity, unit price, delivery period, and total. A broad description such as "services" gives accounts payable too little detail to confirm that the invoice matches the approved purchase.
Everhour Reporting lets teams build reports with 45+ columns, grouping, filters, date ranges, and exports for project costs, billable time, invoice status, and budget data. A finance lead can review approved work and project totals before matching vendor activity, client billing, or internal budget records.
Use a PO for the buying approval, then track the work behind it. Everhour Reporting keeps project costs, billable time, invoice status, and budget data visible after approval.
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