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Purchase Order Software

Creating and tracking digital purchase orders for materials and labour in the building maintenance sector.

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Building maintenance contractors usually have to order parts or materials for all types of work. This creates a great deal of complexity in terms of administration, logistics and customer service. For reactive maintenance, it’s vital to ensure that parts are ordered and delivered as quickly as possible to resolve a customer’s problem and with the help of cloud-based purchase order management software you can ensure you get the parts you need quickly and efficiently.

For planned maintenance, materials must be sourced on time so that the job can stick to an agreed schedule. Joblogic’s purchase order software streamlines the ordering of both materials and labour so that the suppliers can be integrated into the service operation.

 

Easily Handle Reactive Maintenance Jobs with Purchase Order Software – Section Image

Easily Handle Reactive Maintenance Jobs with Purchase Order Software

Ordering materials for reactive jobs is usually prompted by an initial visit to the site. A typical example is when an engineer gets called out to a problem and then identifies that parts are required to resolve the issue. Using the Joblogic Mobile App the engineer can access the purchase order management software on-site and select the parts that are needed from a parts library on their mobile device. This will alert the back office that parts are required and they can turn this into a digital purchase order instantly, which using your branded template can be emailed to the supplier. Once the order is marked as 'delivered', the costs for the materials are added to the job. Using 'selling rates' Joblogic will mark up the cost of the materials by the agreed percentage to create the invoice value for materials. Jobs that have undelivered purchase orders are marked as 'awaiting parts' so it's easy to see which jobs are still open and to chase suppliers for deliveries. When the order is delivered the job status changes to 'parts to fit' so the scheduler will know to arrange a visit to complete the job.

Use Purchase Order Software to Manage Planned Maintenance - Section Image

Use Purchase Order Software to Manage Planned Maintenance

For larger jobs, it's typical that the required materials will have been identified before the job is scheduled for the engineers. When quoting for work in Joblogic, your back office can add the materials to the quote from a parts library. The parts library contains the preferred supplier and price of the part. When a quotation is upgraded to a live job it's really easy to raise digital purchase orders to a supplier/s and email them straight out. These can also be created for subcontracted labour. All purchase orders are tracked by status in your online purchase order system making it easy to chase suppliers for delivery dates, price updates and invoices.

Match Your Invoices to Purchase Orders using Purchase Order Software – Section Image

Match Your Invoices to Purchase Orders

Joblogic both raises and tracks your purchase orders. Following this, our invoicing software can be used to complete the process. When you receive your supplier invoice you can find the corresponding purchase order and 'match them'. Once they’ve been matched you can lock the PO against the invoice allowing you to keep control of your spending with suppliers and makes sure that you never get overcharged for materials or labour. If required, you can revise a purchase order to match a supplier invoice or create an adjustment for minor discrepancies. Supplier invoices can then be exported to your accounts software to update your purchase ledger. This allows you to check purchases, get detailed analysis on overspending with suppliers and avoid re-keying data into your accounts system.

Monitor and Manage Subcontractor POs with Purchase Order Software - Section Image

Monitor and Manage Subcontractor POs with Purchase Order Software

At Joblogic we know that you’ll need to bring in a subcontractor to handle some work. To make this easier for you our sub-contractor management system allows you to manage and monitor your subcontractor POs as a distinct PO type. This means you’ll be able to separate out your stock and inventory POs from subcontractor POs for easier management, monitoring and payment. Subcontractor POs can also be shared via, email, download and printing.

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Frequently Asked Questions About Purchase Order Software

Purchase order software, also known as purchase order management software, is a highly efficient business tool. It is specifically designed to streamline the generation of purchase orders, track individual orders, and monitor overall inventory. This efficiency is a key factor in its appeal to businesses and organisations.

For field service and facility management businesses, the ability to quickly procure parts, materials, and equipment is crucial. Purchase order software ensures efficient procurement, reduces maverick spending, and improves cost control. This cost-saving aspect is a significant advantage for businesses.

All forms of purchase order management software will provide you with the key benefits of improved business processes and more efficient management of your purchase orders. Still, only web-based purchase order software allows you to access the system from anywhere your team has an internet connection, via mobile phone or tablet.

On top of the flexibility of access, cloud-based purchase order software has lower upfront costs and is less capital intensive as it doesn't require purchasing hardware to run the software.

With Joblogic, a comprehensive field service management software, you'll not need to integrate your PO software as it's part of an all-in-one system designed to help you manage jobs from the start to the end of their lifecycle and manage your financials, from quotes to invoices to purchase orders. PO'sPOs can be raised against specific jobs and customers in the system, minimising the additional work you need to complete.

When it comes to data security, Purchase Order Management Software is a reliable choice. With Cyber Essential Plus accreditation and regular system updates to meet the latest cyber security requirements, you can be confident in the security of your data.

Cloud-based PO software offers greater flexibility, scalability, and lower upfront costs. However, on-premise solutions may better suit businesses with strict data security requirements or limited internet connectivity.

When planning your regular maintenance tasks, using purchase order management software can be helpful. By connecting your purchase order system to your job schedule, you can see what pieces of inventory are needed for which job, and you can make sure that you've raised purchase orders for any parts you need well in advance of the job needing to be completed.

In addition to helping with inventory management, you can track the ordering process and see how many purchased items have been delivered and to what site they've been sent. You'll also get real-time updates from the supplies regarding shipping and delivery. This helps you save time when it comes to tracking down where shipments are.