Purchase Orders
Streamline Construction Purchasing with SiteMax’s Digital PO System
Purchase Orders
Take full control of your procurement workflow with SiteMax’s construction purchase order software—built specifically for contractors and subcontractors. From fast approvals to seamless integrations, SiteMax helps your team stay organized, compliant, and in control across every project.
Fast, Flexible PO Creation — Create construction purchase orders in minutes—from the office or field. Whether you’re ordering materials, services, rentals, or labor, SiteMax allows full customization for every PO. Include vendor details, PO types, cost codes, and job-specific fields. Assign statuses like Open, Partial, Complete, or Cancelled to maintain real-time clarity across teams.
Tailored Company Settings:
SiteMax adapts to the way your company buys:
- PO Numbering System – Choose project-based or global formatting
- Tax Defaults – Automatically apply GST, HST, or other state regional taxes
- Approval Workflows – Configure approval routing for teams and thresholds
- Threshold Triggers – Require sign-off based on monetary value
- Custom Fields – Show/hide fields depending on project or team role
- Standard Terms – Apply company-wide payment and delivery conditions
Top 3 reasons you need SiteMax Purchase orders
1
Digital Creation and Real-Time Access
SiteMax enables users to create purchase orders directly from the field using mobile devices or computers. This digital approach eliminates the need for traditional paper-based PO books, allowing for immediate access and distribution of POs. Users can utilize dropdown menus to quickly input vendor information, cost codes, item descriptions, and amounts, ensuring complete and efficient PO entries.
2
Full Lifecycle Visibility and Documentation
Every purchase order created in SiteMax is part of a centralized, searchable PO history. Supporting documents like packing slips, invoices, and site photos can be attached to each record, providing a complete audit trail. This ensures that project managers, coordinators, and finance teams stay aligned—from procurement to payment. With granular visibility and export-ready documentation, SiteMax simplifies communication and reduces administrative friction.
3
Configurable Approval Workflows Role Permissions
No two construction companies handle purchasing exactly the same way—and SiteMax was designed with that in mind. Approval workflows can be customized to trigger based on PO value, project type, or user role. Designate billing and shipping visibility by project, and control which users can create, approve, or void purchase orders. These flexible permission settings give administrators precise control over the PO lifecycle while maintaining accountability and audit readiness.
ADVANTAGES/Benefits
ADVANTAGES/Benefits
Built-in Approval Workflows:
Ensure compliance before any PO is issued. With SiteMax, you can route POs through structured approval chains, notify stakeholders, and log all decisions for full traceability. Downloadable PDFs show approval status clearly for audit and vendor communication.
Email-Ready & Always Updated:
Once approved, send POs directly from SiteMax via email. Each revision generates a new PDF so vendors and internal teams are always working from the most current version—automatically.
QuickBooks Online Integration:
Sync financial workflows between SiteMax and QuickBooks Online
- Sync vendor and PO data between platforms
- Export approved POs to QuickBooks for accounting and billing
- Reduce manual data entry and improve back-office efficiency
Accurate Address Management
Avoid shipping errors by assigning accurate billing and shipping addresses at the project level. Each PO clearly reflects the correct locations, improving logistics and documentation.
Void with Confidence—Never Delete
Maintain a clean audit trail. SiteMax allows users to void POs as needed, retaining their history for visibility and compliance. If a true deletion is necessary, it can be securely handled through our support team.
Why Contractors Choose SiteMax for Purchase Orders:
- Purpose-built for construction workflows
- Centralized PO creation and tracking
- Configurable approval workflows
- Mobile-friendly and intuitive for field teams
- QuickBooks Online integration & compatibility
Need more Details?
SMX Knowledge Base Articles
Explore our comprehensive guides on purchase order management in SiteMax:
Take Control of your on-site financial obligations
Take Control of your on-site financial obligations
