Project
£15/mo · included with ProPurchase orders with real delegated authority
Estimark’s Purchase Orders module raises numbered POs against a job and a supplier or subcontractor, routes them for approval against per-role raise and approve limits, receives deliveries line by line, and holds the CIS deduction rate and amount where the order is a subcontractor payment. Every authorisation action is written to an immutable event log. It is included from the Pro plan (£249/month) up.
What the Purchase Orders module does
- Numbers each PO and attaches it to a job, a supplier and — where relevant — a subcontractor.
- Prices lines with description, quantity, unit, unit price, total and category, and records quantity received and a received timestamp per line.
- Runs through eight statuses including pending approval, approved, rejected, sent, partially received and received.
- Holds delegated authority per role as two separate limits: how much that role may commit on its own signature, and how much it may authorise on someone else’s.
- Treats a NULL limit as unlimited and zero as none, so authority is explicit rather than inferred.
- Writes an immutable approval event for every action — who, what role, the order total, the limit applied and a note.
- Flags a PO as a CIS payment and holds the deduction rate and amount on the order.
- Carries Xero, QuickBooks and FreshBooks bill references, so a pushed bill can be traced back.
Purchase Orders — how it works
How do purchase order approval limits work?
Two separate powers per role, because they are not the same thing. A raise limit is how much someone may commit on their own signature. An approve limit is how much they may authorise on someone else’s. A NULL limit means unlimited and zero means none, so nobody has authority by accident.
- Limits are set per company, per role.
- A PO carries its own approval-required flag and threshold.
- Submission, approval and rejection each record a user, a timestamp and, on rejection, a reason.
Why keep a separate approval event log?
Because the order itself holds only its current state. An auditor asking who released a £500,000 order and under what limit needs the history, not the outcome. Estimark writes each authorisation action as its own immutable record carrying the actor, their role, the order total at the time and the limit that was applied.
How are deliveries received?
Line by line. Each PO line holds a received quantity and a received timestamp, which is what makes partial receipt a real status rather than a note. A part-delivered order sits at "partially received" until the outstanding lines arrive.
How do purchase orders and CIS interact?
A PO can be flagged as a CIS payment, carrying the deduction rate and the deduction amount. Combined with the CIS module, the deduction recorded against the order feeds the monthly return, so the commitment and the tax treatment are the same record.
Purchase Orders — at a glance
- Plan
- Included with Pro
- Add-on price
- £15 / month
- Statuses
- 8
- Authority
- Raise + approve limits
Purchase Orders
£15per month
Purchase Orders is a bundled module. Plans are a ladder, so it is included on Pro and on Enterprise. On a lower plan you can activate it on its own for £15 a month.
Included from Pro — £249 a month
- Included on Pro and above at no extra cost.
- £15 per month as an individual module on a lower plan.
- Included in full during the 14-day free trial.
- No implementation fee and no minimum term.
Questions
Purchase Orders — frequently asked
Which plan includes purchase orders?
Purchase Orders is included from Pro (£249 a month) upward and with Enterprise, or £15 a month individually on Solo or Core. Deliveries are part of the same module.
Can I stop someone raising a PO above a certain value?
Yes. Delegated authority is set per role with a raise limit and a separate approve limit. A NULL limit is unlimited; zero is none. Every approval action is written to an immutable event log with the limit that was applied.
Do purchase orders push to Xero or QuickBooks?
A PO holds bill reference fields for Xero, QuickBooks and FreshBooks so a pushed bill can be traced back to the order. Estimark does not post journals to any accounting package.
Related
Supplier Management
Approved supplier lists, terms, ratings and spend.
Job Costing
Committed cost against the budget from open orders.
CIS Compliance
The deduction on a subcontractor order.
For builders & contractors
Pro at £249/month — job costing, payment applications, CIS and site safety.
Job costing & CVR
Actual, committed and forecast cost per job, with a cost value reconciliation pack.
CIS compliance
Labour-only deduction, 6th-to-5th tax months, HMRC verification, CIS300 recorded.
Pricing & plans
Solo £29, Core £99, Pro £249, Enterprise £999 a month. Bolt-ons priced separately.
Try it on a real job.
Fourteen days, full access, every plan. No implementation fee.