Receiving buyer Purchase Orders (POs)

Purchase Orders (POs) are buyer-owned documents confirming their intent to purchase at agreed pricing and terms. When you receive a PO from a buyer, it signals their commitment to proceed with the order and triggers your fulfillment process.

When buyers accept your quote in Quotable, they can immediately create a Purchase Order. The PO is auto-generated with all quote details pre-filled. You receive notification that a PO has been created. The system automatically creates a Sales Order in Pending Acceptance status for your review.

Share a secure upload link with buyers who need to submit POs. Buyers click the link and upload their PO file (PDF, JPG, PNG) without needing a Quotable account. AI Parser extracts all PO data with 99% accuracy. System auto-creates a Sales Order in Pending Acceptance with pre-populated data for your verification.

Note: No-login upload links for buyers are coming soon.
​

Buyers send POs directly to you via email, messenger apps, or other channels. You receive the PO file outside of Quotable. Manually attach the PO to your Sales Order or Invoice in Quotable.
​

Forward buyer PO emails to your unique Quotable inbox address. System automatically ingests the email and attached PO. AI Parser processes the PO and creates a Sales Order for your review.
​

Note: Email inbox auto-ingestion is coming soon.

When a PO is received through Quotable (quote acceptance or upload link), the system automatically creates a Sales Order with status Pending Acceptance. All PO details are pre-populated including buyer information, line items and quantities, pricing and payment terms, delivery requirements, and special instructions.
​

Open the auto-generated Sales Order to review all details. Verify quantities match your inventory or procurement capacity. Confirm pricing and payment terms are accurate. Check delivery dates are feasible. Review buyer shipping address and contact information.
​

After verification, you must accept or reject the SO. Click Accept if you can fulfill the order, SO status updates to Sent and buyer receives confirmation. Click Reject if you cannot fulfill, buyer is notified and can make adjustments or find alternative suppliers.
​

When buyers upload POs via share links or you manually attach PO files, the AI Parser automatically extracts structured data with 99% accuracy. Extracted information includes buyer company details, PO number and date, line items with descriptions and quantities, unit prices and totals, payment terms, delivery address and timeline, and special instructions or notes.
​

The AI-extracted data automatically populates your Sales Order fields. No manual typing required, all information flows from the uploaded PO. You simply review for accuracy and accept to proceed.
​

AI Parser processes:
​
​Documents

Images

Upload clear, legible PO documents for best extraction accuracy.

When a Sales Order is created from a buyer's PO, you can see the PO number in the Related Transactions section of your SO detail page. Click on the PO number to view the original Purchase Order document. Related Transactions shows the complete workflow: RFQ → Quote → PO → SO → Invoice.
​

View buyer's original PO including PO number and creation date, buyer company and contact information, all line items ordered, pricing and payment terms, and delivery requirements.
​

When buyers send POs via email or messaging apps outside Quotable, you can manually attach them to maintain complete records. Go to Sales Orders and create a new SO or open an existing one. Click Attach Document and upload the buyer's PO file. Save the SO with the attached PO for complete documentation.
​

You can also attach buyer POs directly to invoices when creating bills. Maintains connection between buyer's order and your billing.

Review and accept/reject POs within 24-48 hours of receipt. Quick response builds buyer confidence and keeps orders moving.
​

Always review auto-populated data even though AI Parser is 99% accurate. Confirm quantities, pricing, and delivery dates match your capabilities before accepting.
​

Attach all external POs to Sales Orders or Invoices. Maintains full audit trail even for buyers not on Quotable.

Buyers will be able to upload POs via secure links without creating Quotable accounts. You generate the link, share it, and buyers submit their POs directly.
​

Forward buyer PO emails to your unique Quotable inbox. System will automatically process incoming POs and create Sales Orders for your review.

Receiving buyer POs is seamless whether buyers use Quotable or not. AI Parser extracts data automatically, Sales Orders are created for your review, and you maintain complete documentation—all while eliminating manual data entry.