Buying and selling in one system
POs sit alongside your invoices and expenses. Both sides of the money, what you owe suppliers and what customers owe you, live in the same CRM.
Invoicing, Finance & Payments
Purchase Orders Software
Control what you buy with clean, approved POs
Raise purchase orders to your suppliers with a clear approval step. Track what has been delivered against each PO. Keep a full buying history per vendor, so you always know what you ordered and at what rate.
192+ teams · 4.8★ · used across 31 industries
Definition
What is Purchase Orders?
This is the part of a CRM that handles orders you place with suppliers: approvals, delivery status and per-vendor history. In CIPHER CRM you create a PO with items and rates, send it for approval, mark goods as received against it, and see every order placed with each supplier in one clean record.
Purchase order management in CIPHER CRM raises POs to your suppliers, routes them through approval, tracks delivery against each order, and keeps a full buying history per vendor. You create a purchase order with items, quantities, rates and GST against a chosen supplier, then generate a print-ready PO to send them. A PO can require sign-off before it is issued, so spending above your limit gets approved rather than placed on impulse. As goods arrive you mark them received against the order, so short and late deliveries become visible instead of slipping past. Every PO stays on the vendor record, building total buying, past rates and order frequency you can use to negotiate. Because each PO records the agreed items and rates, you check the supplier invoice against it and catch overbilling before you pay. You can even raise and approve a PO from the Android app on site. It is included in every plan, with buying and selling managed in one system.
The problem
What happens without Purchase Orders
- Orders go out over phone or WhatsApp with no formal PO. No record of what was agreed or at what price.
- Anyone can commit the business to a purchase. There is no approval step before an order is placed.
- Nobody tracks whether the goods on a PO actually arrived in full. Short deliveries and missing items slip by.
- Supplier history is scattered. You cannot tell how much you buy from a vendor or whether their rates have crept up.
- A supplier invoice arrives and there is no PO to match it against. Overbilling slips through.
Capabilities
What you can do with Purchase Orders
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Raise a clear PO to any supplier
Create a purchase order with items, quantities, rates and GST against a chosen vendor, then generate a print-ready PO document to send them.
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Control spend with approvals
Route a PO through sign-off before it is issued. Purchases above your limit get approved, not placed on impulse. task signoff approvals software →
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Track delivery against the order
Mark goods as received against each PO. You see what was fully delivered, what is partly in and what is still pending. delivery dispatch software →
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Keep a full history per supplier
Every PO stays on the vendor record. Total buying, past rates and order frequency for each supplier, all in one place.
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Match supplier bills to orders
Each PO records the agreed items and rates, so you can check the supplier invoice against the order and catch overbilling before you pay. expense tracking software →
Built India-first
Why Purchase Orders is better in CIPHER
Unlike generic CRMs, CIPHER builds purchase order management around how Indian businesses actually work - WhatsApp, mobile and local context come as standard.
Approvals built in
A PO can require sign-off before it goes out. Spending stays controlled without a separate procurement tool.
Raise a PO from anywhere
Create and approve purchase orders on the Android app. A site supervisor orders materials without waiting to reach the office.
How it works
How Purchase Orders works in CIPHER CRM
Pick the supplier
Choose the vendor and start a new purchase order against their record.
Add items and rates
Enter quantities, agreed rates and GST to build the PO, then generate the document.
Send for approval
Route the PO for sign-off if it needs it, then issue it to the supplier.
Receive against it
Mark goods as received as they arrive, so delivery status stays accurate.
Match and pay
Check the supplier invoice against the PO before payment and record it as an expense.
In action
Purchase Orders in action, by industry
- Manufacturing A plant needs raw material for a production run. A PO with quantities, agreed rates and GST is routed for sign-off, issued to the supplier, and goods are marked received against it, so short deliveries surface before the supplier bill is paid.
- Construction A site supervisor orders cement and steel for the next pour. The PO is raised and approved on the Android app from site, so material is committed at the agreed rate without waiting to reach the office or losing track of what was ordered.
- Consulting A firm buys subcontracted services and software licences for a client project. Each PO ties to the engagement and needs sign-off above a limit, so spend on the project is controlled and every supplier bill is matched to what was actually ordered.
- E-commerce & Retail A retailer restocks fast-moving lines from several vendors. POs go out with agreed rates and GST, deliveries are checked against each order, and the buying history per vendor shows where rates have crept up before the next order is placed.
- Logistics & Transportation A fleet operator orders tyres, spares and fuel on credit from regular suppliers. Each PO records the agreed rate, so when the supplier invoice arrives it is matched against the order and any overbilling is caught before payment goes out.
- Textile A garment unit orders yarn and trims from mills ahead of a season. POs capture the rates negotiated per mill, delivery is tracked against each order, and the vendor history shows total buying volume when it is time to negotiate the next rate.
Compare
Purchase Orders: CIPHER vs spreadsheet vs a generic CRM
| What matters | CIPHER CRM | Spreadsheet / manual | Generic CRM |
|---|---|---|---|
| GST-style India billing | Yes | Manual templates | Limited |
| Payment status tracking | Real time | From memory | Varies |
| Payment links on every bill | Built in | No | Extra cost |
| Linked to leads & deals | Yes | No | Separate tool |
| Multi-currency | Yes | Manual maths | Extra cost |
Works with
Purchase Orders works with the tools you already use
Payment linksEmailSMS gateways
See Purchase Orders in action
Control what you buy with clean, approved POs. A sign-off step before issue means no order goes out above your limit without approval.
See Purchase Orders live → Book a demo Why it’s worth it
What Purchase Orders changes for your business
Controlled spending
A sign-off step before issue means no order goes out above your limit without approval.
Fewer short deliveries missed
Track receipts against each PO and short or late deliveries surface instead of passing unnoticed.
Stronger supplier negotiation
A full buying history per vendor shows your volume and past rates. You negotiate from facts.
Accurate supplier payments
Matching invoices to POs stops overbilling. You pay for what you actually ordered and received.
See Purchase Orders on your own data
Proof
Teams that switched to CIPHER
“Since moving purchase order management into CIPHER, nothing slips through the cracks anymore.”
“Purchase Orders alone saved our team hours of admin every week.”
FAQ
Purchase Orders - your questions answered
What is purchase order management in a CRM?
It is the function that raises and tracks orders you place with suppliers: approvals, delivery status and per-vendor history. In CIPHER CRM you create a PO with items and rates, send it for approval, mark goods received, and see every order placed with each supplier in one record.
How does purchase order management work in CIPHER CRM?
Pick a supplier, add items, rates and GST, and generate a PO. It can go through sign-off before issue, and as goods arrive you mark them received against the order. Each PO stays on the vendor record, building a full buying history you can match invoices against.
Why do businesses need purchase order management?
Without it, orders go out informally with no record, anyone can commit spend, and short deliveries slip by. A PO tool gives approval control, delivery tracking and per-supplier history. Buying is documented and supplier bills get checked before you pay.
Which CRM has purchase order management for Indian businesses?
CIPHER CRM. Purchase orders are in every plan, alongside GST billing and an Android field app. It is rated 4.8/5, with buying and selling managed in the same system. 192+ businesses across India run CIPHER CRM across 31 industries, with a 4.8/5 average rating.
Can I add an approval step before a PO is issued?
Yes. A purchase order can require sign-off before it reaches the supplier, so orders above your limit get approved rather than placed on impulse. Procurement stays controlled without a separate purchasing tool alongside the CRM. 192+ businesses across India run CIPHER CRM across 31 industries, with a 4.8/5 average rating.
Can I track deliveries against a purchase order?
You can. As goods arrive you mark them received against the PO, so you see which orders are fully delivered, partly in, or still pending. Short and late deliveries become visible instead of slipping past when the supplier invoice arrives.
Does it keep a history for each supplier?
It does. Every PO stays on the vendor record, so you see total buying, past rates and how often you order from each supplier. That history helps you spot rate creep and negotiate from your real purchase volume. 192+ businesses across India run CIPHER CRM across 31 industries, with a 4.8/5 average rating.
How quickly can we start raising POs?
Setup usually wraps up in a couple of days. Your suppliers, items and approval rules get configured for you, so you can raise a proper purchase order and route it for sign-off soon after. 192+ businesses across India run CIPHER CRM across 31 industries, with a 4.8/5 average rating.
Glossary
Purchase Orders terms, defined
- Credit note
- A document that reduces or refunds an amount a customer owes against an earlier invoice.
- Recurring invoice
- An invoice generated automatically on a set schedule, for retainers or subscriptions.
- Receivables
- Money owed to your business by customers for work already delivered.
- Reconciliation
- Matching invoices and payments so your records agree with the bank.
Pairs well with
Features that work with Purchase Orders
In day-to-day use this pairs with the invoice billing CRM - both ship in every plan of the best CRM software in India.
The natural next step after this is a CRM with estimates quotations, and the two share one record.
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Invoice & Billing Management
Raise a GST-style invoice in under a minute. Learn more → -
Estimates, Quotations & Proposals
Send quotes that convert and become invoices in a click. Learn more → -
Delivery Notes & Dispatch Management
Tie every dispatch to its order and proof of delivery. Learn more → -
Credit Notes
Issue credit notes without breaking your books. Learn more → -
Recurring Invoices & Subscription Billing
Bill subscriptions and AMCs on autopilot. Learn more → -
Multi-Currency Support
Invoice overseas clients in their currency, settle in ₹. Learn more →
For your industry
See Purchase Orders in your industry
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