The Purchase Order App Built for the Front Line
Sitemate’s Purchase Order App is powered by Dashpivot, and allows site teams to easily log purchase orders at the job site. Storm, Sitemate’s AI agent, can fill out orders with material details, quantities, and even photos, then site supervisors can review, edit, and sign off directly on the form via e-signature.
Trusted by companies, projects and teams of all sizes
Why Purchase Order management Is Harder than It Should Be
Time-consuming manual purchase order creation
Teams using paper-based forms or spreadsheets take a long time to draft and send purchase orders.
Delays in getting purchase orders approved
Paper-based purchase orders often need to be passed around for approval, which can hold up procurement on site.
Missing and disconnected purchase records
Purchase orders sent through emails or paper forms can be hard to track, leaving teams without a clear record of what was ordered.
Disputes due to poor order tracking
Without a clear record of purchase orders and approvals, disputes over costs or missing items become difficult to resolve.
A Smarter Purchase Order App
AI-assisted purchase order creation
Storm can help turn user prompts into a complete purchase order, pre-filled with details specific to user input.
Quick approvals tracked in one place
Teams can approve purchase orders directly from their mobile device, so orders don’t get lost across email chains.
Supervisor review before orders are closed out
All purchase orders and approvals are routed to supervisors for review and sign-off before being closed out.
Disputes due to poor order tracking
The Purchase Order App uses Dashpivot’s cloud storage system where all purchase orders are stored. Looking into previous records can be done with a few taps and clicks.
Understanding Purchase Order Software
What is a Purchase Order App?
A Purchase Order App is a tool that procurement and site personnel use to create purchase orders, documents that formally approve the purchase of materials, equipment, or services from a supplier. These orders are usually raised once a need is identified, and cover details on the items being ordered, the quantity, and the agreed price. With a Purchase Order App, teams can keep a digital record of these orders, as well as their approval and delivery status.
What does a Purchase Order App help record?
- General information like project name, site location, and order date
- Supplier name and contact details
- Description, quantity, and price of items ordered
- Delivery address and required delivery date
- Approval status and name of approver
- Order status, from raised to delivered and closed
- Supporting photos and attachments
Why are purchase orders important?
Purchase orders are important because they are a means by which project teams can formally authorize spending, and confirm what was ordered before goods or services are delivered. These orders help avoid confusion that can arise from factors like verbal agreements, unclear quantities, or pricing disputes with a supplier. This is especially relevant to industries like construction and industrial or manufacturing plants, where materials are ordered frequently and in large volumes throughout a project. Additionally, purchase order records serve as a basis for teams when reconciling invoices and resolving disputes over what was agreed with a supplier.
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Feed Storm the purchase order details
Personnel raising the order can use the voice recording feature while they describe the items or services needed, and take photos of quotes or reference documents, eliminating the need to manually input information.
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Data mapping
Storm extracts insights from user input, voice notes, and photos, sorts the raw data, and uses those insights to populate the right data fields of the purchase order.
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Review of order draft
Personnel raising the order should review the auto-populated fields to ensure everything is correct, and add any missing context.
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Manager review and approval
Managers will then review the order for accuracy before approving it for submission to the supplier. Any missing information will first be flagged for follow-up before the order is sent out.
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See How Sitemate Has Already Helped Companies Like Yours
"Instead of spending 5 days on data entry, it's now just ad hoc time checking the data coming in electronically."
- Rhys Thomas, CFO
95% time saved
On manual HR data entry tasks
0 lost forms
Thanks to digital submission
Track Purchase Order data with Flowsite
Flowsite automatically transfers approved purchase order data from Dashpivot into procurement or ERP systems such as SAP, removing the need for manual re-entry. Procurement and site teams get accurate, real-time records of orders and approvals, with minimal admin work.
Comparison: Paper Purchase Order vs Digital Purchase Order
Most project teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move your method statements to a digital system.
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Paper |
|
|---|---|---|
| Form access | Instant access to purchase order forms by scanning a QR code | Requires asset identification and printing of forms |
| Data gathering | Storm auto-populates fields using photos and voice recordings | Manual data entry, which is time-consuming |
| Order and budget tracking | Order status and spend tracked automatically against the budget | Requires manual cross-checking in spreadsheets or ledgers |
| Escalation | Automated notifications escalate overdue or over-budget orders immediately to supervisors | Requires manual hand-offs |
| Storage | Orders stored in the cloud, accessed by searching or filters | Requires bulky binders, cabinets, and manual searching |
| Supervisors' approval | Supervisors are immediately notified via in-app notifications | Requires physical sign-offs, which can delay approvals |
| Audit readiness | All purchase orders immediately available for auditing | Requires manual compiling |
Frequently asked questions about the Purchase Order App
Does Dashpivot work even if offline?
Yes, Dashpivot can work even without internet connectivity. It stores all collected data, like order details and approvals, on the phone and automatically syncs when connectivity returns.
What information should a purchase order typically include?
A purchase order usually covers the supplier name, item descriptions, quantities, agreed pricing, and delivery date. Template purchase orders in Dashpivot let teams capture all of this digitally, with approvals added directly from site.
How does AI help when creating a purchase order?
Sitemate’s AI assistant Storm can extract details from photos, voice notes, or typed entries and auto-fill the relevant fields. This removes most of the manual entry involved in using template purchase orders on site.
Can I generate dashboards from completed purchase orders?
Yes, the app can generate dashboards based on collected data from purchase orders. Managers can easily track spend and approval status without the need to manually compile records.
What happens to the workflow when a purchase order is awaiting approval?
Dashpivot’s notification system alerts the assigned approver once a purchase order is submitted. From there, the approver can sign off, request changes, or escalate the order until it’s resolved.
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