Purchase order software that does the admin for you
Chasing suppliers and re-keying orders eats into your day. Create, send and track purchase orders online, then turn them into bills in one step. Less admin, more time for the real work.
From purchase order to payment – all in one system
Replace disconnected systems. With Xero, create accurate purchase orders that flow into your books, convert them into bills, and cut admin. Follow our step-by-step guide.
Create purchase orders in minutes
Use branded templates to create POs with your logo and layout. Copy previous orders or start from scratch.
Get approvals and send orders faster
Submit POs for approval, then email suppliers professional PDFs or print. See the status of every order in one place.
Easily convert purchase orders into bills
Convert POs into bills in one click. Xero matches your order to the invoice so you only pay for what you received.
Create purchase orders that match your brand
Design orders that look the part every time. Customise the layout, add your logo, set your own order numbering, and include GST and your Australian business details. Every purchase order you send stays professional and consistent, so suppliers know exactly what you need.
Follow our step-by-step guide
Turn approved orders into bills
Manual admin eats into your day, so Xero keeps your purchase orders, goods receipts, and supplier invoices in one place. Convert an approved order into a bill in one step, match invoices on price and quantity, update inventory as goods arrive, and track GST for your BAS.
See how bills work in Xero
Control spending with order approvals
Stay in control as your spending grows. Submit orders for approval and set who can create, approve or delete them. Email approved orders as PDFs, sign off on the go in the Xero Accounting app, and check every audit trail in Hubdoc. Purchases, sorted.
Manage stock alongside your orders
Cut admin across your whole purchase process
Not sure where a purchase order fits? It's the document you send a supplier to order goods at agreed prices. In Xero you raise it, get it approved, email your supplier, receive the goods, then turn it into a bill, keeping your whole orderingprocess connected to your books.
Explore Xero accounting software
FAQs on purchase orders
It comes down to timing and who sends it. You send a purchase order to a supplier to order goods, then turn the approved order into a bill when it's time to pay them. An invoice works the other way: you raise it to bill your own customers, much like the quotes and invoices you send them.
It comes down to timing and who sends it. You send a purchase order to a supplier to order goods, then turn the approved order into a bill when it's time to pay them. An invoice works the other way: you raise it to bill your own customers, much like the quotes and invoices you send them.
There area few common types. Standard POs cover one-off orders; planned POs set out items and quantities for a future delivery date; blanket POs agree ongoing supply at set prices over a period; contract POs sit under a wider supply agreement. In Xero you raise and approve any of these, then convert the approved order into a bill.
There area few common types. Standard POs cover one-off orders; planned POs set out items and quantities for a future delivery date; blanket POs agree ongoing supply at set prices over a period; contract POs sit under a wider supply agreement. In Xero you raise and approve any of these, then convert the approved order into a bill.
It’s straightforward. In the Purchases menu, select Purchase orders, then:
1. Click New Purchase Order
2. Complete the fields: supplier, items, quantities, prices and delivery date
3. Click Save, or use the arrow next to Save to submit it for approval
It’s straightforward. In the Purchases menu, select Purchase orders, then:
1. Click New Purchase Order
2. Complete the fields: supplier, items, quantities, prices and delivery date
3. Click Save, or use the arrow next to Save to submit it for approval
Yes. Open an approved or billed purchase order, click Copy to and select Bill, then review the details and save. The new bill links back to the original order, so you can pay your supplier and keep everything matched.
Yes. Open an approved or billed purchase order, click Copy to and select Bill, then review the details and save. The new bill links back to the original order, so you can pay your supplier and keep everything matched.
Yes. Xero lets you record each item as tax inclusive or tax exclusive, so GST is captured on your purchases and your records stay ready for your BAS. For the current GST rules, check the ATO's guidance for business.
Yes. Xero lets you record each item as tax inclusive or tax exclusive, so GST is captured on your purchases and your records stay ready for your BAS. For the current GST rules, check the ATO's guidance for business.
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