Does Zigaflow purchase order software sync with Xero?

Yes. Supplier invoices created from a purchase order export to [Xero](/integrations/xero) individually from the supplier invoice screen, or in bulk from Export, Xero. [QuickBooks](/integrations/quickbooks) and [FreeAgent](/integrations/freeagent) work the same way. What syncs is the supplier invoice, not the purchase order itself: the PO is the commitment and lives in Zigaflow, and only the invoice you have checked against it reaches your accounts. That is deliberate, because it means nothing hits the purchase ledger before somebody has compared it with what was ordered and what was received. You can also automate the export so approved invoices go across on a status change rather than being pushed by hand. Customer invoices raised from the job export the same way, so one job produces one set of matching records on both sides of the ledger.

Can I create a purchase order from a quote or a job?

From a job or sales order, yes, and that is the normal route. Open the job, multi-select the lines you need to buy, click Create Purchase Order, and set a supplier against each line - or set one supplier for all of them and change the exceptions. Lines you are not ordering are set to Ignore. Zigaflow then creates one purchase order per supplier, each linked back to the job, and you pick the pre-build that sets the document and email template. Cost can come from the forecast cost held on the job or from the cost price on the item record, which matters when a supplier price has moved since the [quote](/features/quotes) went out. If one supplier is serving several customers at once, filter the line-item view by supplier and raise a single PO across all the jobs to clear a minimum order value.

Can I set purchase order approval limits and spend limits for my team?

Yes. Two thresholds can be set: the total value of a single line, meaning one product multiplied by its quantity, and the total value of the purchase order. You build a rule group under Configure, Purchase Orders, Internal Approvals Settings, then attach it to a role - so a junior buyer role can carry a lower limit than a manager. A user on a limited role who raises a PO over the threshold clicks Request Approval, chooses an admin from the list, and emails them from inside the PO. The approver gets a link straight to that purchase order. Until it is approved, the PO cannot be sent or downloaded. If it is rejected the reason is recorded, and the request, the approval and the rejection are all logged in the internal comments on the PO.

What happens when a supplier delivers only part of the order?

You receive what arrived and the rest stays outstanding. Click Receive on the purchase order, enter the supplier's delivery note number, change the quantity on any line where it differs from the order, and deselect the lines that have not turned up. The selected lines move to the lower grid, and Receive or Book in Stock books in only those. A received column shows what has come in against each line, so the next delivery is booked against the same PO. If a receipt was booked in error, a supplier delivery note receipt can be reversed. Items tracked by serial number or batch are captured at the point of receipt, so a specific unit stays traceable to the purchase order that brought it in and the job it went out on.

Can I raise purchase orders in a supplier's currency?

Yes. Currencies are added under Account Settings, and exchange rates are set and updated there too, so a supplier who invoices in euros or dollars can be ordered from in their own currency while your job and your reporting stay in sterling. This matters most to distributors buying branded stock from European suppliers, where the rate on the day you commit is not the rate on the day the invoice arrives. Because rates are held centrally rather than typed onto each document, everybody raising a PO uses the same one. If you need a rate to reflect a forward contract or a rate your bank has fixed, update it in Account Settings and it applies to documents raised from that point rather than retrospectively rewriting the ones already sent.

How do suppliers confirm they have received the purchase order?

They click a link in your PO email and acknowledge it on a page of their own. Add the {ReviewLink} tag to your purchase order email template for the acknowledgement page and {SupplierTrackingPage} for the dispatch page, and make sure the Supplier Acknowledged and Supplier Dispatched statuses are set to show in the purchase order workflow. Acknowledging moves the PO to Supplier Acknowledged. When the supplier ships, they fill in the tracking details on the second page and the PO moves to Supplier Dispatched. No login and no account is needed at their end. If a supplier ignores it, an automated message chases them on a schedule you set and a second can escalate. Suppliers running their own systems can send the same dispatch and tracking data straight onto the PO through the API instead, which Zigaflow added in August 2026.

How much does purchase order software cost?

Purchase orders are included on every Zigaflow plan, starting with Essentials at £79 a month. Essentials includes one user and additional users are £69 each. Go is £199 a month, includes two users at £79 for each extra, and adds live supplier price feeds, works orders, projects, leads and reporting. Momentum is £399 a month, includes three users at £89 for each extra, and adds inventory and reorder levels, eForms, customer returns and [RFQs](/features/rfqs). There is no free tier. If you are comparing against a per-user PO tool, count everyone who needs to raise or approve an order, then compare totals rather than headline seat prices. The [pricing page](/pricing) has the full table in six currencies with a monthly and annual toggle.

Is there a free trial of the purchase order software?

Yes, 14 days on every plan, with no card required to start. The trial is the full plan rather than a cut-down version, so the useful test is a real one: take a job you have already run, raise the purchase orders from it, send one to a supplier who will humour you, and drop last month's invoice from that supplier into Reconciliations to see whether it matches. That exercises the three things that actually decide whether PO software helps - creation from the job, the supplier's side of the status, and the invoice match. [Start a trial](/pricing) or [book a demo](/demo) if you would rather be walked through it with your own documents on screen. If you take the trial and it is not right, it ends on its own.

Procurement

Purchase order software that starts from the job

Purchase order software for small businesses that buy from suppliers to fulfil customer jobs. Raise, send, chase and match POs from £79 a month.

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ZZigaflow

Dashboard

Leads

Quotations

Jobs

Purchase Orders

Delivery Notes

Invoices

eForms

Purchase Orders

Midocean · PO-0912

SearchDM

Supplier DispatchedFor JB-0441 · Summit Conferences

Print labelsReceive

ItemsExpected dates from supplier

ItemQtyCostExpected DateReceived

Canvas tote, natural, 38 x 424502.4511 Jun450

Ballpoint pen, white barrel4500.5211 Jun450

16GB USB drive, bamboo4502.9811 Jun0

A5 recycled notebook, kraft4501.9213 Jun0

PO value

3,542

4 lines

Received

2 of 4

DN 88412 booked in

Outstanding

2 lines

Due 11 and 13 Jun

Acknowledged

30 May

Sent same day

Purchase order PO-0912 · tracking

PO-0912 from Summit PromoMidocean

Order acknowledged · 30 May

Tracking details entered · 10 Jun

Carrier

DPD

Tracking number

1549 0021 7734

Sets the PO to Supplier DispatchedConfirm dispatch

Spend limitRole: Buyer

Approved by Dana before sending

Rule: total PO value over 2,500

Raising the order without retyping the job

Before

You win the job, then build it again as a purchase order: lines retyped, supplier looked up, quantities copied across.

With Zigaflow

Multi-select the lines on the job, set a supplier against each one, and Zigaflow creates one purchase order per supplier in a single action.

Knowing where a supplier order actually is

Before

A sent purchase order tells you nothing about what the supplier is doing with it, so somebody spends the week asking.

With Zigaflow

Suppliers acknowledge the order and enter dispatch and tracking details on a page of their own, and each action moves the PO status in Zigaflow without anyone typing it.

Supplier invoices that reach the right job

Before

The invoice arrives weeks after the goods and nobody can say whether the price is the one you agreed or the quantity is the one that turned up.

With Zigaflow

Drop the supplier invoice PDF into Reconciliations and Zigaflow reads it, finds the PO number and compares the gross value.

What you get

Raise purchase orders from a job or sales order - one PO per supplier, created in a single action
Supplier cost carried onto the line, so job cost and margin move as you buy
Supplier acknowledgement and dispatch tracking pages, or tracking written onto the PO by a courier system through the API
Expected date per PO line, shown on the linked job
Part and full receipts booked against the PO with the supplier's delivery note number
Supplier invoice PDFs read and matched to the PO number, with value differences held for a decision
Spend limits by role, so a PO over the limit cannot be sent until an admin approves it
Reorder view that nets free stock and quantities already on order against your minimum levels

How it works

Raise it from the jobMulti-select the lines you need on the job or sales order and set a supplier against each.
Approve and sendIf the role raising the PO has a spend limit, a line or total over that limit needs approval before the PO can be sent or downloaded.
Let the supplier answerThe supplier acknowledges the order and later enters dispatch and tracking details on their own page, and each action moves the PO status.
Receive what arrivedBook in part or full deliveries against the PO, recording the supplier's delivery note number and the stock location.
Match the invoiceDrop the supplier invoice PDF into Reconciliations.

More about purchase orders in Zigaflow

A purchase order in Zigaflow is not a standalone document. It starts on the job or sales order that needs the goods: you multi-select the lines, set a supplier against each one, and Zigaflow creates one purchase order per supplier with the link back to the job kept on both documents. If several customers need the same supplier, you can filter the line-item view by supplier and raise a single PO across all of them, which is how distributors get over a supplier's minimum order value without over-ordering for one customer.

Once a PO is sent, the supplier does the status work. Add the {ReviewLink} and {SupplierTrackingPage} tags to your PO email template and the supplier gets a page where they can acknowledge the order and, later, enter dispatch and tracking details. Acknowledging moves the PO to Supplier Acknowledged; completing the tracking form moves it to Supplier Dispatched. Since August 2026 an external system can do the same job through the API, writing tracking details and custom fields onto the PO at the point of dispatch, so a courier or supplier integration keeps the record current without anyone typing.

Goods come back in against the PO. Receive part or full quantities, record the supplier's delivery note number, set the stock location, and book in what actually arrived rather than what was ordered. Supplier invoices are dropped into Supplier Invoices, Reconciliations: Zigaflow reads the PDF, finds the PO number, and compares the gross value. Where the values agree, the only option is to create the invoice at the PO value. Where they differ, you choose which value stands, and the PDF is attached to the PO either way. Invoices export to Xero, QuickBooks or FreeAgent individually or in bulk.

One thing worth knowing before you sign up: purchase orders are on every Zigaflow plan from Essentials at £79 a month, but inventory and reorder levels are on Momentum, and RFQs - asking several suppliers for a price before you commit - are on Momentum too. The pricing page shows the full split.

Frequently asked

Works with Purchase Orders

Features

Jobs/Orders Inventory Quotes

Integrations

Xero QuickBooks FreeAgent

Industries

Promotional Products & Branded Merchandise Construction & Trade Audio-Visual Office Furniture Lighting & Electrical Renewables & Solar

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