Vendors and purchase orders

Keep your suppliers in one place, send purchase orders, and track every load until it’s in your yard.

Order material from your quarries, pits and suppliers right in the app, and see what’s on its way into your yard. Tap Inventory, then the Purchase orders or Vendors tab.

Purchase orders are your records. Bulk Order Hero doesn’t pay your vendors. Pay them the way you always have.

Add a vendor

1. Tap Inventory, then Vendors, then Add vendor
2. Fill in their details

   Name, Contact, Phone and Email. Your purchase orders go to that email. You can also add their Address (if your trucks pick up there), your Account # with them, Their payment terms and Notes.

3. Add the materials they supply

   For each one, add their price per ton or per yard. If you like, add their name or code for it, a Minimum order and the Lead time (days). Tap the Preferred star on the vendor you usually buy each material from.

Each vendor’s page shows their materials and prices, your open purchase orders with them, and what you’ve received from them this year.

Send a purchase order

1. Tap Purchase orders, then New purchase order
2. Pick the vendor and add materials

   Enter how much of each. The price fills in from the vendor’s price, and you can change it.

3. Pick how it arrives

   Vendor delivers to your yard, or We pick up at the vendor’s address. Then add the Expected date.

4. Add notes (optional)

   The Note to vendor shows on the purchase order. The Internal note is only for your team.

5. Tap Send to vendor

   They get an email with the purchase order and a link to confirm it. Not ready yet? Tap Save draft.

Purchase orders are numbered for you: PO-1001, PO-1002 and so on. On a purchase order’s page you can also:

• Copy link to paste it into your own message. If you’ve set up text messages, you can text the link from Send.
• Print it.
• Order again to start a copy, for material you order often.

What your vendor sees

The link opens a page with your logo and the purchase order. Your vendor doesn’t need to log in. They can:

• Confirm order, and change the expected date or add a note for you.
• Log a load for each truck they send: the material, amount, ticket number, when it left, and a photo of the ticket.

They can’t change your amounts or prices, and they never see your stock, your customers or your other orders.

You get a notification on the bell when a vendor confirms or logs a load. Logged loads show as Shipped until you receive them.

Big quarries usually won’t use the link, and that’s fine. Enter their ticket when the load arrives.

Receive a load

When a load arrives, open the purchase order and tap Receive on the material, or Receive this load on a load your vendor logged. The ticket number, amount and photo are filled in for you.

You can also use Receive stock on the Inventory page and pick the order under For purchase order.

Receiving adds the material to your stock and saves the price from the purchase order as its cost. If you received a different amount than the vendor logged, the purchase order shows both, like Vendor logged 24.5 tons · Received 24.1 tons.

Statuses

Status	What it means
Draft	Saved, not sent yet.
Sent	Sent to the vendor.
Confirmed	The vendor confirmed it.
Partly received	Some of it has arrived.
Received	Everything has arrived.
Closed short	You closed it before everything came.
Canceled	You called it off.

• Not waiting for the rest? Tap Close short.
• Calling it off? Tap Cancel PO.
• Don’t want the vendor using the link anymore? Tap Turn off vendor link.

See what’s coming in

On the Stock tab, the Incoming column shows how much is still coming on open purchase orders, with the soonest date. Open a material to see its Next delivery. Low-stock alerts mention incoming material too.

Running low? Open the material and tap Reorder. It starts a purchase order with your preferred vendor, their price and the amount you ordered last time. Reorder is in the low-stock email too.

Who can use it

	Owner (you)	Dispatcher	Driver
See purchase orders and vendors	Yes	Yes	No
Receive loads	Yes	Yes	No
Create, send, change or cancel purchase orders	Yes	No	No
Add or change vendors	Yes	No	No