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Purchase orders, approved and turned into bills

A purchase order in Invoice Crowd is addressed to a vendor, numbered with a PO prefix and built in the same editor you use for invoices. Approve it when the supplier agrees, and one action turns it into a draft bill with its accounting entries ready.

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  • Built in the invoice editor
  • Approve, then convert in one click
  • Ordered quantities tracked
The Purchase Orders screen in Invoice Crowd with draft, sent, viewed and approved orders, a vendor approval and signature, and an approved order ready to convert to a bill

What is inside

A commitment on paper, then a bill in the books

A purchase order is the purchasing-side counterpart of an estimate: an estimate quotes a customer, a purchase order commits you to a supplier. Once approved, it becomes the bill that posts to your ledger.

Raising it

The invoice editor, vendor side

Invoice Crowd purchase order editor with a vendor, a PO number and line items, and the order options including Auto Convert to Bill

The same editor, with a vendor picker

A new purchase order starts from one of your document templates, so the layout, logo and labels match the invoices you already send. It is numbered automatically with a PO prefix and opens in the same editor as an invoice, with the customer picker swapped for a vendor picker. Add line items with quantities, rates, taxes and discounts, write your terms into the notes and signature block, and save.

  • Numbered automatically with a PO prefix
  • Starts from your own document templates
  • Your logo, layout and labels
Invoice Crowd purchase orders list with the email composer addressed to the vendor and the order's shareable link copied

Send it, or share the link

Sending opens a composer with the message pre-filled and addressed to the vendor on the order, and the list records the date it last went out. Suppliers can read it without a login: every purchase order has a public preview link you can copy to the clipboard, and a PDF you can download and attach elsewhere.

  • The To field and message are pre-filled
  • Copy a public preview link to the clipboard
  • The status moves to Sent, then Viewed

Getting it agreed

One click to approve

An Invoice Crowd purchase order with Mark as Approved in its actions, and the vendor's Approve & Sign on the shared link

Approve in one click

A team member with edit rights opens the order, chooses Mark as Approved and confirms, or the vendor approves and signs from the shared link. Once approved, the order stays editable and is protected from deletion, so an agreed order is always kept.

  • Draft, Sent, Viewed and Approved
  • Viewed means the public copy has been opened
  • Convert to Bill once approved
Invoice Crowd inventory movements showing a purchase order adding to the on-order quantity while stock on hand only rises with the bill or a receipt

Ordered and received, tracked separately

Saving a purchase order records what you've ordered. For tracked items, each line keeps an ordered and a remaining quantity, and stock on hand rises when the goods arrive: receive them against the order on the Inventory screen, or save the bill. Your stock count always reflects what is really on the shelf.

  • Ordered and remaining quantities per tracked line
  • Re-saving rebuilds them from the current lines
  • Deleting an order removes the quantities it wrote

Billing from it

Where the money starts counting

Invoice Crowd purchase orders list with the row menu of approved order PO-1019 open on Convert to Bill, the Convert to Bill confirmation, and the draft bill it creates with its due date set from the business payment terms

Convert an approved order into a bill

Converting is one action on an approved order, and it produces a new draft bill while the order stays as it is. Line items, taxes and totals copy across unchanged. The bill gets its own BILL- number, a bill date set to the day you converted, a due date from your default payment terms, a due amount equal to the order total, and a link back to the order it came from.

  • Available on Approved orders
  • The order stays Approved
  • Bill accounting is generated as the bill is created
Invoice Crowd bills list with a bill created from an approved purchase order, its due amount and its Accounts Payable posting

From commitment to recorded spend

The bill carries the amount owed. It posts to the chart of accounts and the general ledger with no second entry, and committed spend becomes recorded spend on the profit and loss statement. Purchase orders are included on paid plans.

  • The amount owed lives on the bill
  • One bill per order
  • See the current plans and pricing

Built in

The rest of the purchase order screen

The list you work from and the settings behind it.

  • Five columns, sortable

    PO number, status, vendor, total and PO date, with actions on each row. Sort by number, total or date, and search by PO number.

  • Filters that stick

    Filter by status, by one or more vendors, and by a date range, then lock the filters you use daily so they survive the next visit.

  • Actions on the row

    Each row offers edit, send, preview, PDF download, copy public link, convert, mark approved, duplicate and delete. Select several rows and delete them together.

  • Duplicate a repeat order

    Duplicating produces a new Draft copy, which is how a repeat order to the same supplier gets raised without retyping the lines.

  • Convert on approval

    Switch on auto-convert to bill in business settings and approving an order raises the bill in the same step instead of a second action.

  • One bill per order

    Converting an order that already has a bill opens that bill instead of creating a second one.

  • Numbering per business

    Every purchase order belongs to the business profile you are working in, so a second business keeps its own numbering, vendors and orders under one login.

  • Settings shape the editor

    Business settings decide what the purchase order editor offers: units on line items, custom fields, and whether lines can be removed.

  • Inventory start date

    Orders with tracked items are dated on or after your inventory start date, keeping your stock history clean.

  • Roles per action

    Create, edit and delete are separate permissions on the purchase orders screen, so a buyer can raise orders while removal stays with you.

  • What the vendor sees

    Invited vendors see their orders read-only: PO number, status, total and order date, with preview and PDF download. Their one action is Approve & Sign.

  • Clean deletion

    Deleting an order that isn't yet approved removes it along with the ordered quantities it recorded.

Questions

Purchase Orders, answered

Does Invoice Crowd have purchase order software?

Yes. Invoice Crowd includes purchase orders as part of its purchasing side, alongside expenses, vendors and bills. You raise a purchase order against a vendor, send it by email or share the public link, mark it approved when the supplier agrees, and convert the approved order into a draft bill. Purchase orders are included on paid plans.

How do you convert a purchase order into a bill in Invoice Crowd?

Approve the order, then choose Convert to Bill. One click copies the order into a new draft bill with its own BILL- number, the due amount set to the purchase order total, a due date from your default payment terms, and a link back to the originating order. The bill's accounting entries are generated at the same time, and converting the same order again opens that bill, so each order has exactly one.

Do purchase orders update stock levels?

Yes, in two steps. Saving a purchase order records an ordered and a remaining quantity against tracked items, and stock on hand increases when you receive the goods with Receive Purchase Order on the Inventory screen, or when the resulting bill is saved; a bill for goods already received clears that receipt, so nothing is counted twice. Re-saving an order rebuilds its quantities from the lines on the document. With inventory tracking on, the Inventory screen's Reorder tab can also create a draft purchase order for each preferred vendor from the items at or below their reorder point.

Which Invoice Crowd plans include purchase orders?

Purchase orders are included on paid plans, alongside bills, vendor credits and payments made. See the pricing page for plan details.

Can a vendor see the purchase orders you send them?

Vendors invited to the Invoice Crowd vendor portal get a read-only list of the purchase orders raised to them, showing PO number, status, total and order date, with preview and PDF download, and they can Approve & Sign an order from its shared link. Which sections a vendor sees is set per vendor and covers bills, purchase orders, payments made and vendor credits. A supplier without a portal login can still open the public link you send.

Can a purchase order be edited or deleted after it is approved?

An approved purchase order can still be edited, and it's protected from deletion so an agreed order is always kept. Orders that aren't yet approved can be deleted, along with the ordered quantities recorded against them.

Commit to a supplier, then bill from what you agreed

Raise the order in the editor you already know, mark it approved when the vendor agrees, and one action turns it into the draft bill that posts to your ledger.

  • No card required to start
  • Your data stays yours
  • Cancel anytime
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