Purchase Orders
Control every dollar before it's spent.
Unapproved purchases and untracked vendor costs erode margins quietly. Aimsio enforces approval workflows and ties every PO back to the job it belongs to.
Before & After
What changes when you manage POs in Aimsio
Without Structured Purchase Order Management
- Purchases made without authorization - Field supervisors order materials or engage subcontractors without formal POs, creating liability and making cost control impossible.
- Vendor costs not tracked against job budgets - Committed spend on open POs is invisible, so budget overruns are discovered too late.
- No clear process for billing costs back to clients - Materials and rentals get absorbed as internal costs because nobody tracked them against the job.
- Procurement status is invisible to PMs - Project managers can't see what's been ordered, received, or paid without calling accounts payable.
With Aimsio Purchase Orders
- Every purchase approved before it reaches a vendor - No more after-the-fact surprises when invoices arrive for unapproved spending.
- Committed costs visible from day one - Open POs appear in job performance reporting the moment they are approved.
- Vendor costs charged back to the client on tickets - Approved POs convert to billables that crews add to tickets with one tap.
- Full visibility into what has been ordered, received, and billed - Per-job procurement history in one place. No digging through emails.
Core Capabilities
Every dollar of procurement authorized and tracked
Authorize it. Receive it. Bill it back.
PO Creation Linked to Jobs
Create a PO for materials, subcontractor work, or equipment rentals and link it to a job from the start. Add line items with quantities and rates. Aimsio totals everything automatically.
SMS Approvals
When a PO is submitted, the approver gets an SMS. They can approve by texting back the PO number. No app or portal-login required. A second approver can be added for additional sign-off.
Unapproved Watermark
Create a clear record of what was authorized and when. Every PO is watermarked as 'unapproved' until authorized. Once approved, the watermark is removed and the PDF is regenerated.
Committed Cost Tracking
Open POs are committed costs. Aimsio includes them in your job performance report so project managers see the full picture before the vendor invoice arrives.
Receive Partially or Completely
When goods or services arrive, receive them against the PO, in stages or all at once. Partial receiving lets you charge out specific quantities on separate tickets or split costs across different parts of the job.
Bill Vendor Costs Back on Tickets
Received PO items sit in the system as billables linked to the job. Crews charge them on tickets with one tap. They show up as line items on the ticket and carry through to the client invoice.
How It Works
From requisition to billed cost in three steps
Create and submit the PO
Open a new PO, link it to the job, and add line items. Submit it for approval. It stays watermarked until the approver acts.
- Linked to a job from creation
- Line items with quantity and rate
- Primary and secondary approver fields available
PO CreationClick to Zoom Approve by SMS or from the web
The approver gets an SMS when the PO is submitted. They approve by texting back the PO number from any phone, anywhere. Or, they can approve from the web portal. Once approved, the watermark comes off.
- SMS to approver on submission
- Approve by texting back the PO number
- Secondary approver supported
SMS ApprovalClick to Zoom Receive items and bill the client
When the goods or services arrive, receive them against the PO. Items convert to billables under the job. Crews charge them on tickets, and they show up on the client invoice. Attach the vendor invoice PDF to append it to the ticket automatically.
- Receive partially or completely
- Items become billables on the job
- Charged on tickets by field or office
Receive & BillClick to Zoom See It In Action
Purchase Orders in the platform
Watch how Aimsio purchase orders work in a real field operations environment.
Managing procurement with multiple third-party vendors and companies often involves significant monthly spending. With Aimsio, I can generate purchase orders seamlessly, ensuring that all expenses remain organized, transparent, and easy to track across our offices. Since I have started using Aimsio, I have processed over $1.7 million in purchase orders.
Integrations
Works with the tools you already use
Aimsio connects to your accounting, payroll, and ERP systems - so data flows without double-entry.
QuickBooks Online
Sage Intacct
ADP
Explorer Eclipse
Sage 300
NetSuite
MS Nav
MS Business Central
Viewpoint Vista
AcumaticaOn Lite or Essentials?
Purchase Orders are available as an add-on. No plan upgrade needed. Unlock committed cost tracking and billable charge-back without changing your plan. Contact your client success manager to get started, or compare plans to see what fits.
Frequently asked questions
A PO is a formal request to buy materials, services, or equipment for a specific job. It goes through an approval process before anything is ordered, and once items are received, they can be billed back to the client on tickets.
When a PO is submitted, the approver gets a text message. They reply with the PO number to approve it; no app or portal needed. This keeps things moving even when approvers are out in the field.
Once approved, you receive the items against the PO, partially or all at once. Received items become billables linked to the job. Crews can then charge them on tickets, and they show up as line items on the client invoice.
Yes. Receive partially to charge out specific quantities on separate tickets, or receive completely to consolidate everything into one billable. If you have already received part of the order, Receive Remainder handles whatever is left.
Open POs count as committed costs (money you have agreed to spend even before the invoice arrives). Aimsio includes these in your job performance report so you always know where the job stands financially.
Yes. Billables can be created directly without a PO. They just cannot be linked back to a PO after the fact.
Three-way matching is available for accounts that need it; it is just not turned on by default. If it is a requirement for your operation, contact your client success manager to discuss it.
Purchase Orders are included in Performance and Ultimate. On Lite or Essentials, they are available as an add-on. Compare product plans →
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