Purchase order automation for small businesses
In most small businesses the first anyone in the office hears about a purchase is when the invoice arrives, often for more than expected and occasionally for something a second person had already ordered. Requly is three free worksheets and one paid record for the US business where more than one person can spend money and nobody can say what has been committed. The worksheets price and number a purchase order, check a requisition against the budget it is drawn from and against the approval threshold, and cost a blanket order across a year. All three compute in the page with no account, no card and no trial clock.
Keeping the orders, not just pricing one
The worksheet prices an order today. Requly Pro is every requisition and every purchase order with its number, approver, status and history, for $49 a month for the whole team.
One record from the request to the invoice
- A requisition before the money is committed, not after. What is being asked for, what it costs, which budget it comes out of and who has to approve it. On the worked example a $1,200 request leaves $3,800 in a $5,000 line and sits $200 above the threshold where a second approver is needed.
- A numbered order the supplier can accept and quote back. A purchase order without a number cannot be referenced on a delivery note or an invoice, which is the whole mechanism by which a small business matches what it agreed to what it is billed. The number is issued once and stays on the record.
- What was ordered, what arrived, and what was invoiced. An order moves from requested to approved to ordered to received to invoiced, with a date on every change. When an invoice arrives for more than the order, the disagreement has a document behind it rather than two people's memories.
The free tools
Three worksheets covering the three moments where a small business loses control of what it is spending. The purchase order generator prices the lines, takes off the agreed discount, adds shipping and tax and gives you a numbered order a supplier can accept. The request form is the step before that: what is being asked for, what it costs a unit, what it leaves in the budget line and whether it crosses the threshold where a second approver is needed. The blanket order sheet answers the question nobody asks until the year is over, which is what a recurring release actually commits across twelve months and whether the budget cap covers it.
- Purchase order generator: Price and number a purchase order from your own figures: units, unit price, agreed discount, shipping and sales tax into a total, a landed cost a unit, and the next order number.
- Purchase order request form: Check a request before it becomes a commitment: cost a unit, what it leaves in the budget line, how much of that line it takes, whether it crosses the approval threshold, and whether the lead time fits.
- Online purchase order template: Cost a blanket order across a year: the value of one release, what twelve of them commit, the headroom left against a budget cap, and how many releases that cap actually covers.
Requly Pro
The worksheet prices one order on one day. Pro remembers it: the requisition it came from, the number it was issued under, who approved it, what has been received against it and which invoice it was matched to. Requly Pro is $49 per month for your whole team, billed monthly.
