PURCHASE ORDER SOFTWARE
FOR CONSTRUCTION
The problem:
Spreadsheets, inbox approvals, and disconnected supplier invoices leave contractors with weak committed-cost visibility and poor delivery control.
The fix:
Create, approve, send, receive, and reconcile purchase orders in one place, with built-in budget control, GRNs, and invoice matching.
This is the point in the workflow where teams usually feel the difference between spreadsheets, older software, and a joined-up procurement system.
WHY TEAMS REPLACE MANUAL OR OLDER PO SYSTEMS
The issue is rarely creating the PDF. It is controlling approvals, delivery confirmation, and invoice checking without losing time or margin.
Stop approving spend in inboxes and chat threads
Move from informal ordering to a proper purchase order workflow with cost codes, project links, and a clear approval history.
Control committed cost before the invoice lands
Approved POs show what has already been committed so QS and commercial teams are not waiting on accounts to understand exposure.
Check delivery and invoice against the original order
GRNs and three-way matching make it harder for shortages, price changes, and duplicate invoices to slip through unnoticed.
PURCHASE ORDER SOFTWARE FOR UK CONTRACTORS
From PO creation through approval to supplier management, GRNs, and invoice control — built for the way UK construction teams actually work.
PO Creation
Line items, categories, cost codes and project assignment in a structured format that maps to your budgets.
Multi-Level Approvals
Configurable 1-3 level approval with per-user spend limits and threshold rules. No rogue spending.
PDF & Email to Supplier
Generate branded PDFs and email orders directly to suppliers from the platform.
VAT Flexibility
Standard, zero-rated, and reverse charge VAT supported per line item. No manual workarounds.
Budget Control
See committed vs actual spend per project and cost code. Know your exposure before you commit.
Project & Overhead POs
Distinguish project procurement from overheads for cleaner cost reporting and analysis.
FROM REQUISITION TO RECONCILIATION
Six steps from raising an order to matching the invoice. Every step tracked, every approval recorded.
Create the PO
Add line items, categories, cost codes and VAT treatment. Assign to a project or mark as overhead.
Route for Approval
Configurable 1-3 level approval workflow with per-user spend limits and threshold rules.
Send to Supplier
Generate a professional PDF and email directly to the supplier from the platform.
Track Delivery (GRN)
Record goods received against the PO. Flag discrepancies, short deliveries, and quality issues.
Match Invoice
Three-way match: PO to GRN to supplier invoice. Flag variances before payment is authorised.
Sync to Accounting
Push approved invoices to Xero or Sage with automatic supplier deduplication.
COMPLETE SUPPLY CHAIN VISIBILITY
Purchase orders are just the start. Track deliveries, match invoices, and manage supplier enquiries in one connected workflow.
Goods Received Notes (GRN)
Raise GRNs against purchase orders to track what arrived, when, and in what condition. Flag short deliveries and quality issues with a full audit trail.
Supplier Invoice Matching
Three-way match between PO, GRN and supplier invoice. Catch price, quantity, and value discrepancies before they become disputes.
Supplier Enquiries & RFQ
Send enquiries to multiple suppliers, compare responses, and convert winning quotes directly into purchase orders.
ACCOUNTING SYNC
Keep your books clean without double entry. Approved invoices flow straight to your accounting platform.
Xero Integration
Two-way sync keeps purchase orders, supplier invoices and payment statuses aligned between Site Samurai and Xero.
Sage Integration
Push approved invoices to Sage with supplier deduplication and cost code mapping for clean bookkeeping.
Automatic supplier deduplication — when syncing, Site Samurai matches existing suppliers in your accounting system to avoid duplicates and keep your contact list clean.
FREE PROCUREMENT GUIDES
If you are still tightening the process before committing to software, start with the guides below. They cover purchase order control, GRNs, and three-way matching.
Free guides on purchase orders, GRNs, and invoice control for UK contractors.
Learn how to set up approvals, cost coding, and committed-cost control.
See how to confirm deliveries properly before supplier invoices are approved.
Understand how PO, GRN, and invoice matching protects margin.
BUILT FOR YOUR ROLE
Whether you raise orders, approve spend, or reconcile invoices — the PO module fits your workflow.
QS / Commercial Managers
Site Managers
Directors / Owners
FREQUENTLY ASKED QUESTIONS
Common questions from QS teams, commercial managers, and directors evaluating PO software.