Purchase order software for industrial contractors
What you have committed to spend, before the invoice arrives.
Numbered the moment you create it, so you can quote it to the supplier on the phone. Every figure excludes VAT and says so.
Free plan, no card. Built for plant, mine and factory work.
Track committed spend across 3 delivery states
- Received and invoiced R58 940
- Received, not invoiced R8 420
- Still on order R16 840
Common purchase order problems for contractors
Committed spend is invisible
Three orders are out with suppliers and none exists in the job's numbers, so the margin looks healthy until the invoices arrive together.
The delivery note and invoice disagree
Two hundred metres ordered, a hundred and eighty delivered, two hundred invoiced. Nobody notices.
The cable gets ordered twice
The first order was a phone call the buyer remembers and nobody else does.
How purchase order & invoice matching works in Quotier
Draft, issued, closed - and a match you can read at a glance.
Numbered at creation
PO-0042 exists the moment you start it, because the buyer quotes that number before anyone clicks Issue.
A PDF the supplier can work from
It asks them to quote your PO number on their delivery note and invoice - the sentence that makes the match work.
Frozen at issue
Lines and supplier freeze; the delivery date stays editable, because that is what keeps the forecast honest.
Received line by line
Absolute figures, not deltas, so a resubmit never double-counts. Over-delivery is flagged, never blocked.
On order shows on the cashflow
Issued orders land at the date you expect delivery - the one own-cost figure the app can honestly date.
How Quotier purchase orders differ from standard inventory systems
Two things here are easy to confuse, and one Quotier refuses to do at all.
We do not email it to your supplier
It renders as a PDF for you to send however you already send things. Nothing reaches a supplier without you putting it there.
The buy-list is a different thing
The buy-list rolls a job's products into one internal list with no prices, and is never transmitted. A purchase order is a numbered commitment to one supplier.
There is no stock
No store, no van stock, no valuation, no count. Receiving records what arrived; it does not open a warehouse.
An order is not a cost
Purchase orders stay out of job margin and the VAT working paper entirely. The supplier's invoice is the counted record.
Purchase orders - common questions
Can I raise an order before the job is quoted?
The job has to be awarded; it does not need a quote behind it.
What if more arrives than I ordered?
It is flagged and recorded. The goods are on site, and refusing the capture would lose the fact rather than surface it.
Can I change an order after issuing it?
Lines and supplier are frozen; the delivery date and your note stay editable. There is no amendment workflow - cancel and re-raise.
Do I need the Procurement module?
Creating and issuing needs it. Reading, receiving and closing keep working if it lapses.
See it on your own jobs.
Book a demo on work you actually price, or start free with 15 quotes a month: no card, not a trial.