POs sent more than 7 days ago with no acknowledgement.
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Platform · Purchase Orders & Procurement
Track every order from
Track every order from
vendor to install day
Procurement is where design firms lose money quietly — missed ship dates, forgotten deposits, freight surprises. Workroom generates POs straight from approved specs and tracks each order until it's in the room.
PO-PROJ-101 · The Urban Electric Co.From EST-0054 · Ashwood Residence
Remi Stone Table Lamp, CreamQty 1 · $421.00
$623.76Adria Bedside TableQty 1 · $1,526.00
$2,679.66PO total$3,303.42
Designer · 34 days ago
Created PO-PROJ-101 — generated from EST-0054
Designer · 33 days ago
Sent to The Urban Electric Co. for acknowledgment
Andrea Martinez2 days ago
Confirm lead time before we lock the install date.
Total payment applied$0.00
Total balance to be paid$3,303.42
No documents uploaded yet
Trusted by the studios doing the work
38
open POs a mid-size firm tracks on one screen
6 wks
how early ship-date slips get flagged against install day
6
order stages tracked: ordered → acknowledged → production → shipped → received → delivered
$0
deposits double-paid when the system tracks balances
From approved spec to received item, without the spreadsheet
POs in one click
Client approves a selection; you generate a purchase order from the same record. Vendor details, pricing, and sidemarks fill themselves in.
Status at every stage
Ordered, acknowledged, in production, shipped, received, delivered — see exactly where every item stands across all projects.
Ship dates that alert you
When a vendor's date slips past your install date, Workroom flags it while you can still act — not the week of the reveal.
Deposits & balances tracked
Know what's been paid to every vendor and what's still owed, tied to the project budget automatically.
Receiving & damages
Log received items, note damages with photos, and keep the claim trail attached to the order it belongs to.
Vendor history
Every order with every vendor in one place — lead-time patterns and reliability, visible before you order again.
Approved to ordered, automatically
One estimate becomes every vendor's purchase order
Most firms re-key every line item, vendor by vendor, once a client signs off. Workroom reads the approved estimate and splits it into a ready-to-send PO for each vendor on it — pricing, sidemarks, and freight already filled in.
- No re-keying line items vendor by vendor
- Every PO pre-filled from the approved estimate — not a blank form
- A five-vendor estimate becomes five clean POs in one click
EST-0054Ashwood Residence
The Urban Electric Co.
Table Lamp + Bedside Table
Table Lamp + Bedside Table
Visual Comfort
Sconces (6)
Sconces (6)
Holly Hunt
Lounge Chairs (2)
Lounge Chairs (2)
Estimate total$22,489.58
Convert to POs
PO-PROJ-101 · The Urban Electric Co.2 line items
$3,303.42PO-PROJ-102 · Visual Comfort1 line item
$6,180.00PO-PROJ-103 · Holly Hunt1 line item
$13,006.79
Receiving, damages & claims
The last mile is where the money hides
A cracked credenza discovered after the claim window closes is pure loss. Workroom tracks every order through its full lifecycle, flags a ship date the moment it slips past install day, and keeps the claim conversation attached to the order it belongs to.
1
Draft
Generated from the estimate
2
Sent
PDF to vendor
3
Acknowledged
Ship date confirmed
4
Shipped
Date slipped past install
5
Delivered
Claim window tracked until credit lands
The whole book
Sixteen purchase orders, and the three that need you today
A procurement problem is rarely that you can't find a purchase order. It's that nothing tells you which one has gone quiet. The report totals what you owe, then flags the orders that have stopped moving — before a vendor rings to ask.
Purchase Order Report16 purchase orders in the current view
Send ReportExport CSVTotal value$97,471.5416 POs
Total paid$27,750.0028.5% paid
Total balance$69,721.54Outstanding to vendors
Shipped more than 14 days ago and not fully received.
0Balance over $10,000 and no payment in 30 days.
2Filter to un/partially paidAll 16Draft 12Paid 1Acknowledgement 1Cancelled 2
PO numberVendorStatusItemsDate sentTotalBalance
PO-PROJ-103Rose TarlowDraft6Jun 24, 2026$10,109.79$10,109.79
PO-PROJ-107Made GoodsDraft1Jul 22, 2026$7,590.00$7,590.00
PO-PROJ-102StarkDraft3Jun 21, 2026$6,815.78$6,815.78
PO-PROJ-109Visual Comfort & Co.Draft1Jul 23, 2026$1,000.00$1,000.00
Search across PO number, vendor, status, ZIP, invoice id or payment method — and take the whole view as CSV or send it as a report without leaving the screen.
Paying for it
Open the order, pay the vendor, without leaving the order
Every purchase order carries its own payment progress, the items on it with what's shipped, received and installed, and the history of what's been paid against it. When it's time to settle up, WorkPay does it from the same screen — so the payment and the order can't drift apart in two different systems.
- Payment progress on the order — paid, percentage, and the balance still outstanding.
- Line-level status for shipped, received and installed, so a part-delivery reads correctly.
- Payment history with date, method, invoice and amount, on the order rather than in an inbox.
- Three ways to pay through WorkPay — ACH bank transfer, a virtual card emailed to the vendor, or a physical check printed and mailed — and the balance updates where everyone is already looking.
Purchase Order PO-PROJ-109Close
VendorVisual Comfort & Co.
StatusDraft
# of items1
Date approvedJul 23, 2026
Date sentJul 23, 2026
Payment progress
Pay vendor with WorkPay
$0.00 paid (0.0%)$1,000.00 balance
Pay vendor with WorkPay
ACH bank transfer1–3 business days · lowest fee
Virtual cardSame / next day · emailed to vendor
Physical check5–14 days · printed + mailed
DescriptionShippedReceivedInstalledTotal
Alvis Desk———$1,000.00
Payment history
No payments recorded.
Install day
What's actually in the van, room by room
The installation report reads the same purchase orders from the other end. Filter to what's left to install, group it by room, and you have the list the install crew needs — with what's delivered and ready now separated from what still isn't.
Installation Report7 items to install · 3 rooms · Zapata Residence
Download PDFExport CSVItems in view7
Rooms3
Still to install7
Delivered · ready now1
Living Room 4 items
Spec #ItemCategoryVendorStatusDeliveredInstalled
LHA1Belsize Chandelier, USHardwiredThe Urban Electric Co.Approved—Not installed
DRU1Theron Rug, 170 × 240cmRugsStarkApproved—Not installed
SEA1Bronze Grey Sectional, BoucléSeatingThayer CogginApproved—Not installed
FTA1Ivy Coffee Table, Ocean Grey MarbleTablesRose TarlowNot approved—Not installed
Office 2 items
WRK1Alvis DeskWorkspaceMade GoodsIn POJul 10, 2026Not installed
LMP1Pair of Alabaster Table LampsLampsVisual Comfort & Co.Approved—Not installed
Primary Bath 1 item
PLM1Henry Wall-Mount Faucet, Unlacquered BrassPlumbingWaterworksApproved—Not installed
What the vendor sees
Send the order, not a PDF nobody can act on
Most systems email a static PDF and hope. Workroom gives every purchase order its own vendor view — the order, the ship-to, the sidemark and every line item with its real image, quantity and price, on a page the vendor opens rather than a file they have to save.
From the order's own Actions menu you can open the vendor view, download the PDF, send it to the vendor, link it to a record, or push it straight to QuickBooks.
- Vendor view — a clean, branded page with the line items, images and totals.
- Send to vendor from the order, and the status moves from Draft to Sent on its own.
- Push to QuickBooks without re-keying the order into accounting.
- Sidemark and ship-to carried on the order, so it arrives labelled correctly.
Purchase orderPO-PROJ-004
Date2026-07-17
VendorLumens
SidemarkROBN · Robin Residence
Acknowledgement
Ship toFreight Co. receiving1408 Foundry Way, Portland OR 97210
VendorLumens1400 Riverside Ave., Sacramento, CA 95818
Moeraki Pendant, StoneDining room · hand-finished ceramic dome with a raw stone texture. Model LU-MOER-PD-ST.
Qty 2Unit $600.00Total $1,200.00
Melt Cone Fat LED Floor Lamp, Chrome BlackLiving room · blown polycarbonate shade with a distorted chrome finish on a tapered black cone. Model TD-MELT-FL-CB.
Qty 1Unit $846.00Total $846.00
Subtotal $2,046.00Freight $291.80Tax $0.00
Total $2,337.80
The evidence trail
Who changed it, and when
Every purchase order keeps its own activity log — created, sent, acknowledged, paid — with the person and the timestamp against each move. Notes sit alongside it, on the order rather than in somebody's inbox.
That log is not housekeeping. It is what a concealed-damage claim, a lead-time dispute or a vendor scorecard is built from, and it is the reason an automation can tell the difference between an order that went quiet and one that simply has not been sent yet.
ActivityNotesPaymentsDocuments
- ✎Designer72 days ago
Updated status of PO-PROJ-001 from Sent to Acknowledgement
- ✎Designer72 days ago
Updated status of PO-PROJ-001 from Draft to Sent
- 📄Designer74 days ago
Created PO-PROJ-001
Connected, not bolted on
Procurement talks to everything else
Born from approved specs
POs inherit vendor, pricing, and sidemarks from the clipped product — orders start correct.
Product Sourcing →Dates feed the timeline
Ship dates flow into project milestones; slips flag against install day automatically.
Project Management →Costs feed the books
Vendor bills, deposits, and freight land in project budgets and sync to QuickBooks.
Accounting & Reporting →
Set it once, per firm
Two vendors quote the same discount and mean different things
One sends a list price and a 40% trade discount. The other sends your net cost directly. Enter both the same way and half your margins are wrong by exactly the discount — which is the kind of error that survives a whole project because every individual line looks plausible.
Discount basis decides which number you are typing. Set the studio default, then override it on any vendor who works the other way. Existing products are never silently recalculated; only new or re-sourced ones pick up the change.
- Discount off unit cost, or off list price
- Per-vendor override on the vendor’s own profile
- Approval required before a PO can be sent
- Prefix and digit count on every PO number
Purchase ordersNumbering, memo, processing fee + approval workflow for purchase orders.
Require approval before sendingPurchase orders must be approved by an authorized team member before they can be sent. Approval unlocks Send — it never sends automatically.
PO prefixPO--
PO digits5
Apply the vendor discount to an entered unit cost, or to a list price — the discount then derives the unit cost automatically, and unit cost becomes read-only. A vendor’s own setting overrides this.
Discount off unit cost
Discount off list price
Existing products are never recalculated — only new or re-sourced products use the new basis.
"Forty open POs used to mean forty browser tabs and a prayer. Now it's one screen, and the flags find me before the problems do."
Tessa B. — Operations Lead, 15-person firm
Questions we hear
Procurement, specifically answered
Can one PO cover multiple items, or one item across multiple POs?
Both. Group a vendor's items on one PO with per-line sidemarks, or split a large order into staged POs — deposits and balances track per PO either way.
How do sidemarks work?
Sidemarks generate from project + room + item automatically (editable), print on the PO, and follow the item through receiving — so the warehouse knows exactly which job every carton belongs to.
Do vendors need to use Workroom?
No. Vendors get a clean PDF PO by email and reply as they always have. You log acknowledgments and date changes in seconds — or forward the email and attach it to the order.
Can we track freight and receiving warehouses?
Yes — ship-to locations, freight costs, and receiving warehouse handling live on the order. Freight lands in the project budget so it stops eroding margin invisibly.
Next up: proposals and invoices that build themselves from your specs.
Estimates & Invoicing →