Purchase order intake

Turn incoming purchase orders into clean, approved records before they reach the supply base.

macOS — coming soonSee the 4 automations
Ops / AUTOMATE.md

Check incoming purchase orders for missing header fields and post a short gap list for the buyer to clear.

Ready-made: PO intake triage

The job, and what good looks like.

## What breaks Buying is re-keyed line by line, so the same order is raised twice and approval stalls while someone chases a cost centre. ## What the workflow does - Every arriving order, EDI file or forwarded email lands in one intake queue. - Required fields (supplier, cost centre, delivery site, payment terms, approver) are checked against the supplier record and the item master. - Duplicates and near-duplicates are matched on supplier, site, value and expected date. - A complete order is drafted with its approval chain attached; anything missing goes back to the buyer with the exact gaps named. ## What a human approves The buyer confirms the draft, the cost centre, and any request to spend above their own limit. Nothing is released to the supplier before that sign-off.

When it is handled

  • Every purchase order has a cost centre and an owner before approval
  • Duplicate orders caught at intake
  • Median approval time down to one business day

Works with tools like

  • Coupa
  • NetSuite
  • Make
  • Zapier

Ready-made automations. Pick the one that fits.

Each one is a plain-language document. Run it as it is, or change the timing, the rules and the tools to match your team.

PO approval threshold check

When a purchase order crosses an approval limit, work out the approver and notify them with the budget left.

When a purchase order value crosses an approval threshold

PO duplicate check

Check open purchase orders for a match on supplier, site and value, then email the buyer if one looks like a duplicate.

When a purchase order is submitted for approval

PO intake triage

Check incoming purchase orders for missing header fields and post a short gap list for the buyer to clear.

When a purchase order arrives by email or EDI

PO short shipment chase

When a received line is short, draft the supplier note and email it for the buyer to send.

When a purchase order line is received short

You stay in charge.
At every step.

It checks and drafts. Your team decides what is ordered and sent.

  • No order placed on its own

    Requisitions and supplier notes wait for a buyer to approve and send.

  • Undo what you don't want

    Every step is recorded, and a file it changed can be put back.

  • Only the systems you connect

    Each automation reaches only the folders and apps you give it.

PO intake triage

Approve before it posts in Slack?

ReviewApprove

Before you download.

Where does it run?
On your Mac or Windows computer, in the background. It keeps working after you close its window, and only reaches the folders and apps you connect for each automation.
How does it connect to our CRM and other tools?
Through each app's own connection where it offers one, signed in once by you, or by using the app in a browser the way you would. Each automation gets only the connections you give it, and the tools a page names are examples you can swap for your own.
Does it run when my computer is asleep?
It keeps your computer awake while a job runs and just before a scheduled one. While the computer is closed or off, nothing runs; when it wakes, it checks the inbox, calendar and other sources it watches for anything that arrived meanwhile.
How does my team use it?
Each person who runs automations installs the app. Keep a project in a shared folder, such as Google Drive or a network drive, and teammates can open it and follow every run, while one person owns it and runs it.
Do I need anyone technical to set it up?
No. Download the app, add an automation in plain words, and connect only what that job needs. Nothing runs until you switch it on.

Already have tools for this? Here is the difference.

Your ERP's alerts and rules

Flagging thresholds inside the ERP.

They can't read a supplier's email or a scanned delivery note, or draft the next step.

Flowchart automation tools

Moving data between apps at high volume.

Real-world exceptions multiply branches until the flow is harder to follow than the work.

AI chat assistants

Explaining a document when you paste it in.

Deliveries keep arriving while nobody is asking, and the procedure lives in a chat.

AUTOMATE.md

Your routine, written in plain words. It runs on its own, follows your rules, handles the exceptions a flowchart can't, and asks you when it matters. The file stays yours, whichever AI model runs it.

Related workflows.

Vendor management

Keeps every supplier's contract, certificates, banking and tax records current, so renewals and payments stop depending on a phone call.

Write your own

Inbound receiving

Book goods in against the expected order and clear every count, condition and paperwork gap at the dock.

4 automations

Reorder and replenishment

Turn on-hand stock, demand and real lead time into a reviewed requisition before a line runs out.

3 automations

Start with one job.
Make it your own.

macOS — coming soon
  1. 1

    Get the app

    It runs on your computer, next to your files.

  2. 2

    Add the automation

    Paste the instructions into the app, or save them as a file next to your work.

  3. 3

    Try it, then turn it on

    Run it once and check the result. It only runs on its own once you switch it on.

macOS — coming soon