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Purchases

Purchasing, from vendor to bill to payment

Manage vendors, purchase orders, bills, vendor credits and payments made in one connected workflow, and give suppliers a read-only portal to their own records.

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  • Vendors, POs and bills connected
  • Credits and payments tracked
  • Read-only vendor portal
An Invoice Crowd bill converted from an approved purchase order, with the Purchases menu for vendors, expenses, bills, purchase orders, payments made and vendor credits

How it works

Every purchase, clearly documented

Start with the supplier, approve the order, record the bill and settle it with a payment or a vendor credit. Each step has its own clear document.

Before the bill

Supplier identity and the purchase commitment.

The Add Vendor panel in Invoice Crowd with name, email, phone, account number, business profile, address and tax ID filled in for a supplier

Keep one vendor record for the relationship

Store the supplier's contact and tax details, use it across purchase documents and control whether that vendor receives a portal invite.

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

Raise and approve a purchase order

Create a PO in the document editor, send it or mark it approved, then convert the approved order into a draft bill.

Record what is owed

Due dates, balances and accounting in one place.

Invoice Crowd bill editor with a vendor picked from the vendor list and four line items with quantities, rates and amounts

Enter the vendor bill and its due date

Bills keep the vendor, lines, taxes, date, due date, status and balance together. A converted PO becomes a draft bill, ready for you to review.

Invoice Crowd payments made next to a vendor credit applied to a bill: the credit and the payment settle the same bill as two separate records

Settle with payments or credits

Payments Made records the money you sent, and a vendor credit records value the supplier owes you back. Apply either to a bill and both stay clearly on record.

Share and review

Share with suppliers, reconcile with the bank.

The Bills list in the Invoice Crowd vendor portal with only Preview and Download on each row, and the one action a vendor can take: approving a purchase order

Give the supplier a read-only portal

Choose which bills, purchase orders, credits and payments made each vendor can see. Suppliers preview, download and approve purchase orders, while editing stays with you.

Invoice Crowd Bank Reconciliation, where a statement period and closing balance are entered and each statement line is matched to a recorded transaction

Reconcile payments with the bank

Recorded vendor payments feed your accounting reports, and Bank Reconciliation matches them to your bank statement so every payment is confirmed.

Built in

The purchase-side toolkit

Every purchasing tool, connected in one place.

  • One record per vendor

    Contact and tax details, used across every purchase document.

  • Purchase orders with approval

    Raise, approve and convert orders into draft bills.

  • Bills with due dates

    Vendor, lines, taxes, due date and balance together.

  • Payments and credits

    Settle bills with a payment or a vendor credit.

  • A read-only vendor portal

    Suppliers see the records you choose to share.

  • Reconciled with the bank

    Match vendor payments to your bank statement.

  • Vendors

    The supplier record used across purchase documents.

  • Purchase Orders

    Approve orders and convert them into bills.

  • Bills

    Record what is owed and when it is due.

  • Vendor Credits

    Apply or refund supplier credits.

  • Payments Made

    Record and allocate outgoing vendor payments.

  • Vendor Portal

    Give the supplier a read-only view.

Questions

Purchases, answered

What purchase workflows are included in Invoice Crowd?

Invoice Crowd's Purchases menu covers vendors, expenses, bills, purchase orders, payments made and vendor credits, plus a read-only vendor portal. Vendor records are included on every plan, and the purchase documents are included on paid plans.

How do I pay a vendor for a purchase order?

Convert the approved order into a bill, then record the payment against it in Payments Made or apply a vendor credit. The order, the bill and the payment each stay on record.

What is the difference between a vendor credit and Payments Made?

A vendor credit represents value the supplier owes back to the business. Payments Made records money the business sent to a vendor and how much of it was allocated to a bill.

Can I use bills without first creating a purchase order?

Yes. Invoice Crowd can create a vendor bill directly or from an approved purchase order, and a converted bill links back to the order it came from.

Can I stop changes to purchases after closing a period?

Yes. In Lock Transactions the account owner can lock the Purchases area, which covers expenses, bills, purchase orders, payments made, vendor credits and inventory, up to a date. Records dated on or before it can't be created, edited or deleted until the owner unlocks those dates, and every lock and unlock is logged with a reason.

Bring the whole supplier-side workflow into one account

Move from vendor to purchase order, bill, credit and payment, with every decision clearly on record.

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