Know what’s ordered, what’s arriving, and what needs a decision.
A proposed workspace that keeps your team and suppliers in step.
EVERY ORDER. A CLEAR NEXT STEP.
| Order / job | Supplier | Amount | Status / next step |
|---|---|---|---|
| PO-1052 ↗Marina House · J-024 | Pacific HardwareNeeded Sep 18 | $1,280 | Ready for approvalBudget checked · Alex to review |
| PO-1048 ↗Harbor Point · J-021 | Bayline MaterialsNeeded Sep 18 | $6,540 | Partial delivery40 boxes · Follow-up drafted |
| PO-1050Oak Street · J-022 | West Coast SupplyNeeded Sep 17 | $920 | AcknowledgedSupplier confirmed Sep 17 |
| PO-1051Northside · J-023 | Metro ElectricalNeeded Sep 21 | $2,160 | SentAwaiting supplier reply |
4 active orders shown Amounts in USD · Before tax & freight
An illustrated workflow with fictional orders. We’d build the connections and approval rules around your team.
FAMILIAR TOOLS. CONNECTED WORK.
Slack
Microsoft Teams
Gmail
QuickBooksWe scope each connection around your systems, permissions, and approval process. Explore our integrations ↗
FOR THE PEOPLE KEEPING JOBS MOVING
For contractors and small manufacturers, the work continues after a PO is sent. Supplier replies arrive in email. Deliveries come in parts. Someone has to bring it all back to the job.
See the job, supplier, promised date, and next action together. Start with decisions that need you. A project manager might request the materials, an owner approve the spend, and a site lead confirm receipt. We’d agree those responsibilities so a status always points to a person who can act.
Bring the original order, vendor reply, and receiving record into the same conversation. Job and cost codes would follow the identifiers you already use. A supplier name alone would not be enough to connect a reply when several orders are open; uncertain matches would go to review.
Review a prepared follow-up, with an owner and a clear question for the supplier. Keep the requested date separate from the supplier’s acknowledged date. A reply saying “next shipment” leaves the date unresolved until someone confirms what that means for this order.
ONE ORDER, FROM PROMISE TO DELIVERY
Harbor Point needs 120 boxes of flooring by Friday. The supplier can deliver 80 on Tuesday. Here’s how a proposed Splice workflow would keep the remaining 40 in view.
01 · THE PURCHASE ORDER
Imported record| Item | Qty | Rate | Amount |
|---|---|---|---|
| LVT flooringJ-021 · 09 | 120 boxes | $48 | $5,760 |
| Floor adhesiveJ-021 · 09 | 12 pails | $65 | $780 |
USD · Tax and freight recorded separately in accounting.
Original PO retainedIssued Sep 11 · Imported Sep 14, 2:55 PM
02 · THE SUPPLIER REPLY
GmailRe: PO-1048 · Harbor Point flooring
“We can deliver 80 of the 120 flooring boxes tomorrow, along with all 12 adhesive pails. I’ll confirm the balance once the next shipment is allocated.”
Supplier’s stated plan · The balance has no confirmed date.
03 · THE DELIVERY RECEIPT
Confirmed on siteReceipt GR-031 · Sam, site lead · Tue, Sep 15, 11:40 AM
80 flooring boxes and all 12 adhesive pails accepted at Harbor Point. The flooring line stays open for 40 boxes. No delivery date has been confirmed for the balance.
04 · THE NEXT STEP, PREPARED
The agent would connect the supplier’s reply to the PO and receipt, then draft a follow-up about the remaining quantity and the job’s need-by date.
You review the recipient, quantity, and wording before anything is sent.
To Bayline Materials · Re: PO-1048
“Thanks for today’s delivery. We’ve received 80 flooring boxes and all 12 adhesive pails. Can you confirm when the remaining 40 boxes will arrive? Harbor Point needs them by Friday, September 18.”
YOUR RULES. YOUR SIGN-OFF.
A useful approval brings the reason, job, amount, and budget together. We’d configure who can approve, their limits, and where a request goes when it falls outside those rules.
The person making the decision can approve, request a change, or decline. Supplier messages and accounting updates follow the permissions you agree.
We’d define the amount used for each limit, including how tax and freight affect it, and who handles an unavailable approver. The sample’s $2,500 limit is an illustration of one policy. A changed quantity, price, or supplier would return for the review required by your rules; a previous approval would not silently cover a different order.
Built around the way you workAPPROVER VIEW · PO-1052
Ready to reviewMarina House · Pacific Hardware
Job code, quote, and budget check complete.
Illustrative policy · USD before tax & freight. Approval pending; the order has not been sent.
YOUR WORKFLOW. WITH SPLICE IN IT.
Your accounting system keeps the financial record. We’d start by bringing its existing POs together with the supplier messages and receiving updates your team agrees to connect.
The first pilot can read those records without posting a bill or payment. Any later write-back needs an agreed destination, permitted fields, and a way to reconcile the result. Purchasing status would not be treated as proof that accounting has accepted an update.
From documents to useful dataThe PO records the items, quantities, prices, and terms authorized for a supplier. Every line stays tied to its job.
A supplier promise is separate from a confirmed receipt. Partial deliveries leave the outstanding quantity visible.
An invoice requests payment; it isn’t proof of delivery. Bills, tax, payments, and the ledger stay in your accounting workflow.
A PRACTICAL PLACE TO START
Start with the orders you already issue and the supplier updates you already receive. We’d agree on a focused pilot with the person who runs purchasing.
Walk through a recent order, its approval, the vendor replies, and a partial receipt. Identify where someone had to chase or retype information. Include a corrected order and an unclear supplier reply so the exceptions are part of the design from the start.
Scope access to existing POs and one update channel. Agree on job codes, matching rules, approval roles, and the records that can change. Choose the source of truth for each field, who can see the documents, and how long those documents should be retained.
Test proposed updates against source documents. Measure manual follow-ups, review time, and quantity accuracy before expanding the workflow. Confirm that a repeated message does not create a second receipt and that an uncertain match leaves the original record unchanged.
Setup, hosting, maintenance, support, and pricing are scoped before a pilot begins. A full purchasing, inventory, or payments replacement would be a separate project.
A FEW GOOD QUESTIONS
This page illustrates a proposed custom purchasing workflow. The screens use fictional data. We’d first confirm your requirements, data access, and pilot scope, then build and test the agreed workflow with your team.
That’s the intended starting point. We’d check your software edition, available APIs or exports, and permissions before committing to a connection. The first pilot can read existing POs and reconcile supplier acknowledgements; writing changes back would be separately scoped and approved.
The agent would extract proposed dates and quantities from permitted messages and prepare follow-ups. Your team confirms ambiguous details and approves sending or record changes. PO identifiers, totals, permissions, and receipt balances follow fixed rules. Prices and bank details never change silently.
Receipts record quantities actually accepted, against individual order lines. Ordered, promised, and received quantities remain separate. In the example above, 120 boxes ordered minus 80 received leaves 40 outstanding, even though the supplier has acknowledged the order. Damaged goods, returns, or a correction to an accepted quantity would need an explicit receiving decision. The original receipt and the reason for its correction would remain available for review.
We’d scope checks around order identifiers, line references, and source records so importing the same evidence again does not count it twice. A suspected duplicate would be reviewed when the match is uncertain. Corrections should preserve the original order and show what changed, why, and which approval is needed. Supplier prices and bank details would never be replaced simply because a new email contains different information.
Compare the work you need covered. A spreadsheet may be enough for a small queue with a clear owner. Your accounting package may already handle issuing POs and recording bills. A broader purchasing system may suit a team seeking catalog, inventory, and payment processes together. This proposed custom workflow focuses on connecting existing orders to replies, receipts, and human decisions. We’d first check whether configuring your current tools would solve the problem.
We’d quote the agreed pilot after reviewing its connections, approval rules, document volume, and support needs. Setup and ongoing operation should be clear before work starts, including hosting and any paid API usage. Adding another accounting system or a new write-back workflow would be separately scoped. There is no advertised per-order price or unlimited allowance for this concept.
Owners, office managers, and small purchasing teams at contractors or manufacturers that buy against jobs and coordinate through email and spreadsheets. A discovery conversation would establish whether a configured workflow adds value alongside the tools you already have.
LET’S START WITH YOUR PROCESS