Add and manage your own vendors - Create a vendor, add one or more store/store locations for it, and reuse them on every future order.

Build and send purchase orders - Add a vendor, materials, and receiving method, and email the order straight to your vendor (or print or download it).

Track your dates - Mark the Expected by date and Needed by date so you don’t miss a critical date

Move a purchase order through its lifecycle yourself - Since there's no live connection to these vendors, you update the status by hand as the order progresses - Draft, Issued, Confirmed, Backordered, Partially Received, Received, Completed, or Canceled - in whatever order matches what's actually happening.

Control who can do what - Permissions decide who can create, edit, and send them, and who can only view them.

Track everything in one place - See every purchase order and every vendor you've added, filter and search, and jump to a PO all from the PO list view.

Go to the left sidebar and click Purchase Orders, then click the Vendors tab.

You'll see a table of every vendor you've added, with a count of how many store locations each one has.

Use the search bar to filter vendors by name, and use the All / Non-integrated / Integrated filters to see just the vendors you manage yourself versus vendors that come from a connected catalog partner.

From the Vendors tab, click + Vendor.

Enter the vendor's name - this is the only required field. You can also add a note about the vendor (for example, "preferred for outdoor materials")

You'll be guided right into adding a store location for that vendor in the same flow. If the vendor doesn't have a location to add yet, you can save the vendor without one and add a store later.

To add a store, either:

Everything that's filled in automatically stays editable - rename the store to whatever you'll recognize later (for example, "Supply Store- Downtown location"), and correct any field that needs it.

Go to the left sidebar and click Purchase Orders, then click the Vendors tab.

Click the arrow next to a vendor's row to expand it and see all of its store locations, with each store's name, address, and phone number.

To add another store to that vendor, use the vendor's menu.

To edit a vendor's name or note, use the kebab (⋮) menu on the vendor's row. To edit a specific store, click the edit (✏️) icon on that store's row.

From the Vendors tab, use the vendor's kebab menu or a store's delete (🗑️) icon to remove it.

Removing a vendor or store takes it off your selectable list going forward - it won't show up when you're choosing a vendor for a new purchase order.

Purchase orders that already reference that vendor or store are left exactly as they are - nothing on an existing order changes or disappears.

From any job, you’ll be able to see a + Purchase Order button. Click that to create a new PO. Or you can go to the left sidebar and click Purchase Orders, then click Create purchase order if you don’t want the PO attached to a job.

If creating from a job, you'll be asked whether you'd like to bring in materials already on the job. You can continue with those materials, or start from scratch without adding any yet.

Choose the vendor (and store location, if that vendor has more than one) you're ordering from. If the vendor you need isn't in your list yet, you can add it without leaving the purchase order.

On the purchase order, click + Material to add line items.

Add materials you already have in your price book, or add something new

You can also set a Needed by date- when you need the materials in hand and an Expected by date- when you expect the order to arrive. These dates are for internal use only. These dates will be printed on the purchase order but do not affect order fulfillment.

To change how your PO numbers are formatted, click the customize PO number link in the order's details to head to your Purchase Order settings.

Notes - Internal use only. These notes will be printed on the purchase order but do not affect order fulfillment.

Attachments - Internal use only. These attachments do not go to the vendor.

When your purchase order is ready, click Send to email it to your vendor.

A window opens with everything pre-filled and ready to review:

Click Send to email the purchase order to your recipient(s).

Sending an email isn’t required to send; you also have the option to download and print a customizable PDF as well - whichever fits your workflow best.

After you have placed the order with the vendor, you can add the Vendor Sales Number (the vendor's own order or sales reference) so it's easy to match your order against the vendor's paperwork.
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Draft - being built; not yet sent.

Issued - sent to the vendor.

Confirmed - the vendor has confirmed the order.

Backordered - one or more materials are on backorder from the vendor.

Partially Received - some of the materials have arrived.

Received - all of the materials have arrived.

Completed - the order is fully wrapped up.

Canceled - the order was canceled.

Open the purchase order and update its status directly - for vendors you manage yourself, you can move between statuses as your order actually progresses, since there's no vendor system dictating the order automatically.

Completed and Canceled are end states: once a purchase order reaches one of these, it's locked and can't be edited further while in that status (you can still always change the PO back to a different status in case you need to make more edits).

Go to the left sidebar and click Purchase Orders to see every PO you've created, with columns for details like the Vendor, the Needed by date, the Job # it’s attached to, and more.

Use the status filters to narrow the list to a specific stage.

Edit - opens that purchase order's details page.

Duplicate - creates a new purchase order from the existing one. The copy gets the next PO number, starts in Draft, and keeps the same vendor and materials. It starts with no job attached, and the order date, needed-by date, and expected-by date are reset; everything else carries over from the original.

Once a vendor has been added on the web, from any Job, tap + on the Purchase orders card.

Select the vendor, then add materials. Click Review to confirm details. If a Field Tech creates and saves a purchase order draft, they'll see a Save & Send to Admin button on the review screen. This notifies your team that a purchase order is ready to be finished (admins on the account receive an email).

If an Admin or Office Staff member creates the draft on mobile, they'll see a simple Save button - no notification is sent, since they're able to finish the order themselves on the web.

Yes. When you start a purchase order, you'll see an option to continue without bringing in materials, so you can set up the order first and add line items later.

A purchase order needs at least one material before it can be sent. Once you add a material, the Send button becomes available.

Yes. The recipient defaults to your vendor store's saved email, but you can remove it, change it, or add more recipients before sending.

For vendors you manage yourself, yes - you're not locked into a strict sequence, since you're the one tracking the order's real-world progress. Completed and Canceled are the exceptions: once a PO reaches either of those, no edits can be made (but you can still always change the PO back to a different status if you need to make more edits).

It's removed from your selectable list going forward. Any purchase orders that already reference that vendor or store are left exactly as they are.

Anyone with the Manage purchase orders permission can create, edit, and send them (sending exists on web only), and anyone with the Read purchase orders permission can view them. Admins have both by default.

Vendors you add yourself (like your local supply house) have no live connection to Housecall Pro - you handle sending and status updates manually Integrated vendors (like Reece) are connected through a catalog and purchase order integration, so their purchase orders behave a little differently: the vendor's store list is provided automatically, the order locks once the vendor confirms it, and the status may update on its own (depending on the vendor). See the help article for your specific integration for details.

No. Vendors must be added on the web. Once added, you can select that vendor when creating a purchase order on mobile.

No. The mobile app supports creating and saving a purchase order draft only. To complete and send it to your vendor, use Housecall Pro on the web.

The Field Tech can save it as a draft with materials and a vendor attached. Saving the draft sends an email notification to Admins and Office Staff, and a notification appears in Housecall Pro on the web, letting them know a purchase order is ready to finish.