Supplier purchase orders are created and sent from a single approval, turning a manual spreadsheet task into one click.
Typical results
1 click
from approval to a sent PO
−83%
PO errors
100%
of orders logged per supplier
Figures reflect typical results for this kind of automation.
The challenge
Staff built every purchase order by hand in spreadsheets, which was slow, error-prone, and often delayed restocking.
Before and after
Time to issue a purchase order
−75%PO errors per 100 orders
−83%Days restocking waits on paperwork
−100%The automation
We automated the process so that once a reorder is approved, a formatted purchase order is generated, filled with the correct supplier details, and emailed automatically.
How it works
- 01
Reorder approved
A single approval is all the team does — everything after runs on its own.
- 02
PO generated
A formatted purchase order is built automatically from the reorder details.
- 03
Supplier details filled
The right supplier's items, prices and terms are filled in — no spreadsheet work.
- 04
Emailed to the supplier
The purchase order goes out instantly, straight from the flow.
- 05
Logged for the record
Every order is filed per supplier, keeping records clear and complete.
Starts from
- Reorder need
- Supplier list
Delivers
- Purchase order
- Sent to supplier
The impact
Purchase orders now go out about four times faster, with fewer mistakes and clearer records for every supplier.
Questions about this automation
Where does the supplier and pricing data come from?
From a supplier sheet or the inventory system, holding each supplier's contact email, item codes, agreed prices, payment terms and minimum order quantities. When a reorder is approved, the automation looks up these details for every line, fills the purchase order template and calculates the totals, so nobody copies figures between spreadsheets.
Can the purchase order match our own template and numbering?
Yes. The PO is generated as a PDF from a template with the business logo, address block, terms and a sequential PO number. A copy is filed in a folder per supplier and logged in a sheet with the date, amount and status, which makes it easy to check later what was ordered and when.
What happens when a supplier needs to change the order?
Supplier replies arrive in the same email thread, and the team can edit the logged order and resend an updated PO with a revision number. Received quantities can be marked against the log when the goods arrive. Simple automations like this are usually live within days.