Gibraltar Purchase Order Generator

What is a purchase order, and how does it differ from a quote or an invoice?

A purchase order is raised by the buyer to authorise a purchase before delivery takes place. It fixes the items, quantities, agreed price and terms, giving the supplier written approval to fulfil the order.

A quote is prepared by the supplier before any order exists, purely as a price proposal — nothing is confirmed until the buyer accepts it, often by sending a PO.

An invoice is issued later, by the supplier, once the goods or services have been delivered, to request payment. It typically references the original PO number so both sides can reconcile the two documents.

How to create a Gibraltar purchase order with this generator

1. Enter your buyer details — company name, address and any registration reference you use.
2. Add the supplier’s name, address and contact details.
3. Set the ship-to address, or tick “same as buyer address” for direct delivery within Gibraltar.
4. Fill in the PO number, PO date, requested delivery date and payment terms (e.g. Net 30).
5. Add line items with description, quantity and unit price — the generator calculates totals automatically.
6. Add any discount or delivery charge that applies to the order.
7. Add an approver name and title if your business requires internal sign-off before sending the PO.
8. Review the total and download the purchase order as a PDF ready to send to your supplier.

What should a Gibraltar purchase order include?

There is no single mandated PO format in Gibraltar, but a solid one should carry everything both sides need to fulfil and later invoice the order correctly:

• A unique, sequential PO number for tracking and invoice matching
• Full buyer and supplier names and addresses
• A clear description of each item or service, with quantity and unit price
• Line totals and a grand total, with no VAT line, since VAT does not apply in Gibraltar
• Delivery address and requested delivery date
• Agreed payment terms, such as Net 30 or payment on delivery
• Any import duty note, if the order involves goods being brought into Gibraltar
• Approval details if your organisation requires internal sign-off before issuing the PO

From purchase order to invoice: the Gibraltar procurement workflow

The PO starts the paper trail, not the end of it. Once your supplier delivers the goods or completes the work, they should issue an invoice referencing your PO number, so your records clearly show the invoice matches what was originally authorised.

If you’re the supplier fulfilling someone else’s PO, you can use our invoice generator to bill for the completed order, carrying the same PO number and line items across for a clean paper trail.

No VAT in Gibraltar — what that means for your purchase order

Gibraltar is one of the few jurisdictions in this region that does not charge VAT at all, so a Gibraltar purchase order typically shows no VAT line whatsoever — just line totals and a grand total, without any tax addition. Most generic PO templates are built around a VAT or sales tax field by default, which doesn’t reflect how business is actually done here.

The one exception to be aware of is import duty: certain goods brought into Gibraltar from outside can attract customs duty at the border, separate from the purchase order itself. If that applies to your order, it’s worth noting on the PO that duty may be payable on delivery, so there’s no confusion later about the final landed cost.