Purchase Orders
Learn how to raise, send and amend purchase orders to your own suppliers and subcontractors — pre-filled from a job or a quote, sent as PDF, and revision-tracked once sent.
Last updated: 27 August 2026
30-Second Version
Who: Admins, Contract Managers, Accounts (raise and send) | Sales Managers, Viewers (read-only)
What: Orders you raise to your own suppliers and subcontractors for materials or subcontract work
Where: Suppliers and Purchase Orders sections, or raised directly from a job or a quote
Why: Pre-filled ordering, a proper PDF, and a kept record of exactly what was sent if a supplier disputes it
Not to Be Confused With: Customer PO Numbers
Purchase Orders (this guide) are orders you raise, sent out to your own suppliers or subcontractors.
That is a different thing from the Customer PO field you may already use on a job or service contract — the reference number your customer gives you, so their invoice matches their own purchasing system. See Jobs and Document Numbering for that. The two are unrelated and live in different places — raising a Purchase Order does not touch a job's Customer PO field, and vice versa.
Key Benefits
- •Pre-filled from what you already have: raise a PO from a job or a quote's materials take-off, and the order lines fill themselves in
- •Proper PDF: supplier details, delivery address, required-by date, line items and totals, sent by email
- •Amend after sending without losing the original: a revised order keeps the exact document the supplier first received
- •Materials and Subcontract orders: two order types, each formatted for what it is
Common Use Cases
- •Ordering parts for a job from your usual wholesaler, with the site address already on the order
- •Instructing a subcontractor to carry out part of a job, referencing the site and the work
- •Ordering the exact materials list priced up in a quote, without re-typing quantities and codes
- •Chasing a supplier who says they never received the order, without creating a duplicate
- •Correcting a quantity or date on an order that has already gone out, while keeping proof of what was originally sent
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