Invoicely
Invoicely
Free Accounting Software
Purchase Orders • • 7 min read

Purchase Order Workflow in Invoicely: From Creation to Supplier Approval

Master the complete purchase order lifecycle in Invoicely, from creation and supplier communication to approval tracking and expense integration.

Purchase Order Workflow Overview

Create PO

Add items & details

Send to Supplier

Email with review link

Supplier Reviews

Approve or reject

Track & Pay

Delivery & payment

Step 1: Creating a Purchase Order

Basic Purchase Order Setup

  1. Navigate to Purchase Orders: Click "Purchase Orders" in the sidebar menu
  2. Click "New Purchase Order": Start the creation process
  3. Select Supplier: Choose existing supplier or create new one
  4. Enter PO Details: Date, expected delivery, notes
  5. Choose Category: Select expense category for proper accounting

Pro Tip: Supplier Database

Build your supplier database for faster PO creation. Invoicely remembers contact details and payment terms.

Step 2: Adding Line Items

Purchase Order Items

  1. Click "Add Item" to include products/services
  2. Enter description, quantity, and unit price
  3. Use product database for consistent pricing
  4. Add multiple items as needed
  5. Review total amount before sending

Item Details Include:

  • • Product/service description
  • • Quantity and unit of measure
  • • Unit price and total amount
  • • Expected delivery date

Automatic Calculations:

  • • Line item totals
  • • Subtotal amount
  • • Tax calculations (if applicable)
  • • Grand total

Step 3: Sending to Suppliers

Email Delivery Process

  1. Review PO: Double-check all details before sending
  2. Click "Send to Supplier": Invoicely generates professional email
  3. Automatic PDF Generation: PO converted to professional PDF
  4. Review Link Included: Supplier receives secure review link
  5. Status Updated: PO status changes to "Sent"

What Suppliers Receive

  • • Professional email with PO details
  • • PDF attachment of purchase order
  • • Secure link to review and respond
  • • Your business contact information

Step 4: Supplier Review Process

Supplier Response Options

Approval Response

  • • Confirm PO acceptance
  • • Provide estimated delivery date
  • • Add special instructions
  • • Submit approval response

Rejection Response

  • • Decline PO with reason
  • • Suggest alternative products
  • • Propose different pricing
  • • Provide feedback for revision

Step 5: Tracking PO Status

Purchase Order Statuses

Draft PO created but not sent
Sent Sent to supplier, awaiting response
Reviewed Supplier has approved the PO
Paid Payment processed, PO complete
Rejected Supplier declined the PO

Step 6: Managing Delivery & Payment

Post-Approval Workflow

  1. Monitor Delivery: Track delivery status and dates
  2. Receive Goods/Services: Confirm receipt of items
  3. Process Payment: Mark PO as paid when payment is made
  4. Expense Integration: PO automatically creates expense record
  5. Financial Reports: Amounts appear in expense and cash flow reports

Payment Management

Use "Mark as Paid" to update PO status and automatically integrate with expense tracking and financial reports.

Step 7: Reporting & Analytics

Purchase Order Reports

Available Reports:

  • • PO Status Summary
  • • Supplier Performance
  • • Expense Analysis (including POs)
  • • Purchase Order Aging

Key Metrics:

  • • Total PO value by period
  • • Supplier response times
  • • Approval vs rejection rates
  • • Outstanding PO amounts

Ready to Streamline Your Procurement?

Start using Invoicely's complete purchase order workflow system today.

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