Purchase orders & materials ordering

Raise POs against the job, not a spreadsheet

Every purchase order sits on the job it belongs to. You get an auto-generated PO number and creation date, and each PO carries the supplier, a description of the materials, an estimated ex-GST amount, an expected delivery date and any notes. Raise it, send it, and keep it moving.

• Send it to the supplier. Toolie pulls the supplier’s email from your saved merchants directory and builds a pre-filled message — PO number, job, client, site, account number, materials, estimated ex-GST value and the delivery address and date — then opens it in your device mail client or share sheet. If there’s no email on file, a quick capture box asks for the rep’s address and saves it back for next time.
• Move it through a status. Mark a PO sent, received (which stamps a received date), partial delivery or cancelled — and edit or delete when things change.
• Catch late deliveries. Any PO that isn’t received or cancelled and is past its expected date is flagged at the top of the tab with a warning banner and chips.
• See where the money is. A per-job roll-up shows the count of live orders, total ordered dollars (cancelled orders excluded) and total received.

Order materials straight from the take-off

The Materials tab takes the quoted lines from a job’s take-off, groups them by supplier, and lets you tick the lines you want. From there you can email a firm order or a quote request to each supplier with coded lines, quantities and a per-supplier subtotal — and each supplier only sees their own items.

• Turn a group into a real PO. One tap creates a PO in the register from a supplier’s selected lines, with the amount summed from the ex-GST supplier costs and a description built for you. It warns if a PO from that quote already exists.
• Check your prices are current. Toolie compares each coded line against your pricebook — honouring your own saved prices — and offers a one-tap re-price to today’s numbers before you order, updating the quote total too.
• Stage the deliveries. A just-in-time mode splits the bill of materials into phase-timed drops with a working-day buffer, so gear lands just before it’s needed. These are estimated dates off your programme, not booked deliveries.
• Watch the long-lead items. A heuristic lead-time check by category keyword — joinery, aluminium windows, stone benchtops, tiles, steel, appliances and more — flags long-lead items not yet ordered against the job start date, ranked critical, urgent or soon. Treat these as prompts, not confirmed supplier lead times.
• Take a list to the merchant. Print a flat per-supplier shopping list as a PDF, or quick-add an unknown supplier to your merchants directory right from the ordering screen.

What Toolie doesn’t do here

Being straight about it: Toolie opens a pre-filled email draft in your own mail app — it doesn’t send through Toolie’s servers, so you hit send yourself. The PO email is plain text, not a branded PDF purchase-order document. There’s no supplier portal, acknowledgement, EDI or live trade-catalogue feed — orders go out by email or PDF and confirmation comes back by reply. “Received” and “partial” are whole-PO flags, not per-line quantity receipting, and POs live on each job rather than in a company-wide register.

Pairs with estimating and take-offs, quoting, subcontractor management and cashflow forecasting.