When running a field service business, staying on top of parts, products, and vendor purchases is just as critical as managing jobs. Without a clear process, tracking vendor purchases, monitoring costs, and ensuring the timely availability of parts and products to complete a job can become overwhelming. That’s where Zuper’s Purchase Orders (PO) feature comes in. It streamlines the entire procurement process—from request to approval to vendor fulfillment—giving you complete visibility and control over your purchasing operations. With Purchase Orders in Zuper, you can create, approve, and manage all your procurement needs in one place. You can also create a purchase order directly from a job or quote, ensuring a smooth connection between customer requirements and procurement. Whether the PO items are added from an associated job or quote, selected from the vendor catalog, or created as a custom line item, the feature ensures that every purchase order is tracked, documented, and associated with the jobs or quotes that require them. This not only improves accuracy but also keeps your field teams supplied with what they need, when they need it. This feature provides a comprehensive view of your procurement cycle, helping you answer key questions like:
  • What PO items and quantities are requested for upcoming jobs and quoted to customers?
  • Which purchase orders are pending, approved, or fulfilled?
  • How much are we spending on procurement across vendors?
  • Are our procurement costs aligned with job and project budgets?

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Prerequisite

This feature is available only on select Zuper plans. To enable it for your account, please contact your account administrator or email us at support@zuper.co

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Key Benefits of Zuper’s Purchase Order Feature

  1. Centralized Procurement Management Create and track purchase orders status directly from the associated Quotes, Jobs, or Material Requests. Every PO is documented and connected, giving you a clear trail from request to delivery.
  2. Vendor Management
    Manage and link vendors to your purchase orders with ease. Track vendor approvals and rejections, monitor delivery timelines, and build stronger supplier relationships.
  3. Approval Workflows
    Set up internal approval processes to ensure that only authorized purchases are made. This adds an extra layer of accountability and prevents overspending.
  4. Cost Transparency
    Stay on top of your spending by monitoring purchase order amounts, fulfillment status, and outstanding requests. Gain better financial control across jobs and projects.
  5. Seamless Job and Inventory Integration
    If associated with a job, received items are automatically updated under the job’s details. If linked to inventory, stock levels are updated in real time, ensuring field teams always have the parts they need.
Next Steps
The following guides will help you get started with Purchase Orders in Zuper: