Authorize the spend before it happens with construction purchase order software

A bill that surprises you is a margin problem you can't fix. Ressio purchase orders lock in the authorized amount before materials ship or subs start work. When the bill arrives, you match it to the PO. If it's over — you know before you pay.

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PO-118 — Lumber Yard

Awaiting approval

Job Baumann Reno

Budget line 300 · Framing material

Authorize spend Approve the commitment before the money goes out the door.

How Ressio Purchase Orders work

Most builders lose money on jobs they thought were profitable. The culprit is usually unauthorized spending that accumulated over the project. Ressio POs put a gate in front of every dollar before it leaves your account.

PO-118

Committed
Job Baumann Reno
Budget line 300 · Framing material
Vendor Lumber Yard
Amount $21,190

Every PO ties to a job and a budget line — never a floating expense.

Every PO tied to a job and a line item.

When you issue a PO in Ressio, it's attached to a specific project and a specific budget line item — not a vendor account, not a general job cost bucket. You know exactly which part of which job is being committed. Your budget view updates the moment the PO is issued.

• Link every PO to a project and a specific cost code or line item
• Budget commitment updates instantly when a PO is issued
• See total committed, billed, and remaining on every line item
• Prevent accidental double-ordering against the same budget line

Bill matching

Matched
PO-118
$21,190
Bill #4471
$21,190
Amounts match — cleared to pay

No PO match, no payment. You never overpay a vendor by accident.

Match every bill to a PO before you pay it.

When a vendor invoice arrives, you match it against the open PO in Ressio. Exact match? Approve it. Invoice is higher than the PO? Ressio flags it before you approve. You decide whether to accept the variance or push back on the vendor — but you decide before the money is gone.

• Match incoming bills to open POs with one action
• Automatic alert when invoice amount exceeds the PO
• Partial billing supported for phased material deliveries
• Unmatched invoices queue separately for review

300 · Framing material Over budget Committed vs. budget
$43,200 / $40,000

This PO would put framing $3,200 over budget. Approve anyway or revise?

Over-commitment alerts fire before you're over budget.

Ressio tracks your total committed spend — approved POs plus received bills — against your budget line in real time. If a new PO would push you over budget, you see the alert before you issue it. Catching an over-commitment at the PO stage costs you nothing. Catching it on the invoice costs you an argument.

• Real-time committed vs. budgeted view on every line item
• Alert when a new PO would exceed the budgeted amount
• Drill into any budget line to see every PO and bill behind it
• Project-level overage dashboard across all active jobs

Vendors receive POs through the vendor portal. Syncs to QuickBooks.

Issue a PO in Ressio and your vendor sees it in the vendor portal — no fax, no email attachment hunting. When the bill is matched and approved, Ressio syncs the transaction to QuickBooks so your books stay current without double-entry.

• Vendors access POs through the Ressio vendor portal
• Email notification sent to vendor on PO issuance
• Approved bills sync to QuickBooks Online automatically
• Two-way sync keeps Ressio and QuickBooks in agreement

Customer story

How Sloane got 10+ hours a week back after leaving Procore

Jeremy Sloane
Founder · Sloane Construction
3–5
Active projects
10+ hrs
Time saved weekly
10 / 10
Would recommend

Read the story

From bid to PO to paid bill

01

Issue a PO tied to the job and budget line.

After your sub or supplier is selected, create a PO in Ressio with the agreed amount, tied to the specific project and cost code. Your budget shows the commitment immediately. The vendor gets notified through the portal.

02

The bill arrives. Match it to the PO.

When the invoice comes in — email, portal submission, or manual entry — match it to the open PO. Ressio shows you whether the bill matches, is short, or is over. Flag discrepancies before you approve payment.

03

Approve payment. Sync to QuickBooks.

Approve the matched bill in Ressio. The transaction syncs to QuickBooks automatically. Your job cost report reflects the actual spend, the PO is closed, and your books are up to date — without re-keying a single number.

Wired into your full financial workflow

Purchase orders in Ressio connect backward to your bids and estimates and forward to your bills, budget, and accounting. One unbroken chain from scope to payment.

Frequently asked questions about construction purchase order software

What is a purchase order and why does it matter in construction? A purchase order is a written authorization to spend a specific amount with a specific vendor for a specific scope. In construction, it's the mechanism that prevents unauthorized spending from eroding your job margin.

How does Ressio link a PO to a specific budget line item? When you create a PO in Ressio, you select the project and the cost code or estimate line item it applies to. Ressio deducts the PO amount from the available budget on that line immediately.

What happens when an invoice comes in higher than the PO amount? Ressio flags the variance when you match the bill to the PO. You see the PO amount, the invoice amount, and the difference before you approve anything.

Can I issue partial POs for phased deliveries? Yes. For large material orders that deliver in phases — framing lumber across multiple drops, for example — you can receive and match partial bills against a single PO.

How does the QuickBooks sync work? When you approve a matched bill in Ressio, the transaction syncs to QuickBooks Online automatically. The vendor, amount, job code, and date carry over without re-entry.

Do vendors need to log in to receive a PO? Vendors access POs through the Ressio vendor portal, which they can reach via a link without creating an account. When a PO is issued, the vendor receives an email notification with a direct link to view the PO details.

Can I convert a winning bid directly into a PO? Yes. After selecting the winning bid in Ressio's bid management tool, you can generate a PO from that bid with one action.

How are over-budget alerts configured? Over-budget alerts are automatic. Ressio compares your total committed spend against the budgeted amount for that line item.