Purchase Orders (POs) help you manage the purchasing side of your projects — ensuring vendors are paid correctly and products are ordered efficiently.
Each PO is tied directly to a project and typically originates from approved items on proposals or invoices.
Tip: Purchase Orders make it easy to track what has been ordered, received, or paid — without losing connection to your client-facing documents.
Creating a Purchase Order
1
Navigate to the Purchase Orders area
Go to Projects → Select a Project → Purchase Orders.
2
Start a new PO
Click New Purchase Order.
3
Choose vendor
Choose the Vendor from your list or add a new one.
4
Select items
Select items to include (typically approved items).
5
Review details
Review pricing, taxes, and any shipping details.
6
Save
Click Save.
Your PO is now ready to send or print.
Tip: Each PO can include items from one vendor only — this keeps vendor billing clear and organized.
Adding or Editing Items
1
Open the PO
Open the purchase order.
2
Add items
Click Add Items.
3
Choose items
Choose from the project’s approved items.
4
Adjust quantities/costs
Adjust quantities or vendor costs if necessary.
5
Save changes
Click Save.
Tip: If you update vendor pricing here, it won’t affect the client-facing price on the proposal or invoice.
Assigning Vendors
1
Open item details
Click into an item’s details.
2
Select or add vendor
Choose a Vendor from the dropdown or click Add New Vendor.
3
Fill vendor contact info
Fill in vendor contact details (company, email, address).
4
Save
Click Save.
Tip: Once a vendor is added, they’ll remain available across all projects for future use.
Sending a PO to a Vendor
1
Open the PO
Open the purchase order.
2
Send to vendor
Click Send to Vendor.
3
Review email
Review the email content and click Send.
4
Vendor receives PO
The vendor receives a PDF version of the PO with your company logo and details.
You can also Download PDF if you prefer to print or send it manually.
Tip: Keep the vendor’s email up-to-date in your vendor list for smoother sending.
Tracking PO Status
Blueprint Studio tracks the progress of each purchase order through these statuses:
Draft: Not yet sent.
Sent: Sent to vendor, awaiting confirmation.
Partially Received: Some items have been received.
Received: All items received.
Paid: Payment completed to vendor.
Closed: Fully processed and reconciled.
Statuses update automatically as you record receipts or payments.
Recording Vendor Payments
1
Open the PO
Open the purchase order.
2
Record payment
Click Record Payment.
3
Choose method
Choose the payment method (e.g., Check, ACH, Credit Card).
4
Enter details
Enter payment date and amount.
5
Save
Click Save.
Tip: Vendor payments can also sync to QuickBooks if your integration is active, keeping your accounting up to date automatically.
Tracking Receipts and Deliveries
1
Open the PO
Open the purchase order.
2
Mark received
For each item, check the Received box or enter the quantity received.
3
Save
Click Save.
Once all items are marked received, the PO status updates to Received.
Vendor List Management
1
Open Vendors
From the main menu, go to Vendors (or Settings → Vendors).
2
Manage records
View, add, or edit vendor records.
3
Add details
Include details like company name, contact person, email, and notes.
4
Save
Click Save to confirm.
Tip: Add default payment terms or shipping addresses to vendors for quicker PO creation.
Archiving or Deleting Purchase Orders
1
Archive a PO
From the Purchase Orders tab, click ⋯ → Archive.
2
Delete a PO (admins only)
To delete permanently (admins only), click ⋯ → Delete.
Warning: Deleting a PO removes all related records, including payments and receipts. Archive instead if you may need to review it later.
Next Steps
After managing purchase orders and vendor payments, review project financials and track profitability using Budgets & Financials.
