Purchase Order Tracker

Purchase order tracking and procurement for small teams: purchase requests, approvals, budgets, POs, receiving and three-way invoice matching, with AI that reads supplier quotes and invoices.

Make it fit how you buy

Pick a starting preset (office and operations, school or nonprofit, clinic, construction, manufacturing) and the app renames its labels to match: departments can be projects or job sites, categories can be cost codes. Set your approval rules by amount, department and category, your PO number prefix, tax rate and match tolerances.

What's included

• Purchase requests with lines, needed-by date, reason and attached quotes. A live budget check shows how much of the budget is left before you submit.
• Approvals that route themselves. Rules decide the steps (department head, finance, a named person or a role). Approve, reject or send back with a comment, on your phone in one tap. Nobody can approve their own request, and every decision is signed by the person who made it.
• Budgets by department, category and period, with committed and spent amounts, 80% and 100% warnings, and CSV import.
• Purchase orders from one or several approved requests, numbered for you, with a clean print or save-as-PDF layout and ready-to-send email text.
• Change orders. Editing a sent PO makes a new revision with a before-and-after list. Increases above your tolerance go back for approval.
• Receiving by line on a phone: partial deliveries, damaged or rejected items with a reason, and a packing-slip photo.
• Invoices and three-way match. Each invoice line is checked against the PO price, the quantity received and the quantity ordered. Exceptions need a note before payment. Duplicate invoice numbers are caught.
• Suppliers with status, preferred flag, terms, lead time, W-9 on file, insurance expiry, on-time delivery and exception rate.
• Spend by month, department, category and supplier, spend against budget and approval cycle time.
• Exports in CSV, including a bills file laid out for QuickBooks-style import.
• History of every request, approval, PO change, delivery and invoice.

AI

• Describe what you need: type a sentence and the request form fills itself in.
• Read a quote or confirmation: upload a PDF or photo, or paste the email. The AI pulls out the supplier, lines, prices and lead time, and proposes new suppliers for review.
• Read an invoice: the AI fills in the invoice and suggests which PO lines it bills. Matching stays rule-based, and the AI never approves anything. You check every AI draft before it's saved.

Getting started

1. Open the app and tap Make me the admin. You get every role so you can try the sample approvals, POs and invoices.
2. In Settings, pick a preset, add your team and their roles, and set department heads.
3. Review the approval rules and budgets, then make your first request.

The sample company, people and suppliers are invented. Sample dates move to the day you install the app.

Buying mainly to restock shelves? Use Inventory Manager.

About your data

This template holds spend and supplier data. Keep the app private to your organization, on a paid plan. It stores whether a supplier's W-9 is on file, not tax IDs or bank details. No money moves from the app: "Paid" is a status you record.