EngineeringPurchase Order SystemControl spending across every project.

The complete purchase order system for engineering companies.

Trusted by a range of clients and businesses

Engineering Procurement Software Key Features & Benefits

Easy PO Process for Engineers

Engineers can create purchase orders in easy steps.
First, fill in the supplier, budget, delivery details, and any special requirements.
Next, add as many lines of individual items as required, you cn also add supporting documents. Once you are happy, simply save the purchase order.

Effective Approval Workflow Process

Manage your approval workflows for all purchase orders, invoices, and budgets.
Easily Approve, Reject, or Cancel purchase orders as needed.
Customise your approval process to align with your engineering project's needs.
Define approval thresholds and rules to maintain full control.

Complete Reporting and Budget Control

Set budgets for your specific engineering project, department or company-wide expenditure.
Manage budget access based on user roles within the organisation.
Configure budgets according to fiscal periods, such as monthly or annually.
Only system admin controllers can modify budget settings.

Itemised Goods & Service Receipting

Users can receipt goods such as components against purchase orders.
The system automatically displays only PO lines available for receipting.
Supports full or partial receipting with an option to add comments.
Includes both line-by-line and bulk receipting features as standard.

Tailored Searching & Reporting

Track records like purchase orders and invoices by their current status.
Generate reports on purchase orders, invoices, budgets, and other metrics.
Export data in various formats (including CSV, Excel, and PDF).
Reports are presented in a clear, easy-to-read format and customised to your project or organisation's requirements.

Powerful Administration Controls

User management features with per-user out-of-office controls.
Set up detailed approval rules including shared workflow approval groups.
Complete workflow management capabilities.
Oversee accounting codes such as Cost Centres, Nominal Codes, and Project Codes.

Data Exports to Accounts System

Export metadata from comprehensive POPIA systems as a CSV file for detailed analysis.
Export approved supplier invoices and credit notes with a data structure tailored for your accounting software (e.g. SAGE, XERO or QuickBooks).
API integrations available as optional enhancements for automation.

Scalability for Future Growth

Begin with the Purchase Order module with options to 'hide' certain features for later use.
Expand functionality as your engineering projects grow.
Ongoing customisation options to meet evolving project needs.
Full AI-driven automation for handling supplier invoices is available.

Key Feature Tour & Virtual Demo

Take a look at a tour of our key features or watch a complete presenter-led virtual demonstration videos.

What are the benefits of purchase order software for engineering firms?

Easy to use procurement system for engineers to improve accuracy

Consistent Purchasing and Comprehensive Reporting

Maintain purchasing consistency with imported supplier price lists for accurate project costs. The system supports multiple delivery addresses and allows sending purchase orders to relevant site managers. Access a full suite of custom reports 24/7, with export capabilities for detailed project tracking and analysis, ensuring complete oversight and informed decision making using our purchase order software.

Engineering PO system dynamic opening dashboard

Optimised Budget Management and Approval Processes

Set precise budgets for engineering projects to avoid overspending, ensuring project managers and business owners are satisfied. Staff can raise purchase orders with necessary documents and follow a customised approval workflow, with options to approve, query, or cancel requests. Goods receipting ensures comprehensive auditability of purchases and deliveries through a purchase order system.

Streamline engineering budgets with software to manage purchase orders for engineering firms

Secure, Flexible Access and Device Compatibility

Our secure, internet-based system eliminates the need for additional software or hardware and operates on a concurrent user model, so you don't need individual licenses. It's compatible with a variety of devices, and features email alerts for required actions and daily updates. The intuitive, user friendly, design ensures ease of use for all staff levels, enhancing operational efficiency.

See how an engineering sector purchase order system can benefit any organisation

Should you require a purchase order solution to match your business requirements then I have no hesitation in recommending Cloud B2B — I'm sure you won't be disappointed.
— Deborah Johnson, Mamas & Papas

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Included as standard with all our Engineering PO Systems

Full Feature Separate Web Portal For Support

Our support team is UK-based and reachable through a secure online portal.
Each purchase order system designates up to 3 key users for portal access, with the option to update users as needed.
The portal provides access to account and billing details for your purchase order software.

Vendor and Document Management

Supplier performance metrics and detailed reporting tools for vendor management.
Enhanced security with Multi-Factor-Authentication (MFA) and tiered access controls.
Attach internal approval documents (e.g. quotes) and external files (e.g. schematics) to purchase orders.

Customised Approval Workflows

Intuitive interface for engineers and staff, enhancing efficiency.
Tailored approval processes for purchase orders, with flexible options to approve, reject, or cancel.
24/7 online access to the system from any location.

Full Function User Control and Management Module

Detailed user management for adding new users, modifying roles and updating status.
Automatic task reassignment and out-of-office notifications.

System Monitoring and Communication

Dashboards display real-time status of purchase orders and goods receipting.
Email notifications keep users informed of order progress and daily tasks.

Customised Searching and Reporting

Tailored, flexible reporting options across all purchase order or budget data.
Import and update supplier price lists, with tools for product and cost comparisons.
Accurate assignment of nominal codes and cost centres for each order.
Data export for approved invoices and credit notes, ready for accounting system integration.

Secure and Scalable Infrastructure

Cloud-based procurement platform hosted in a secure data centre.
Customisable user roles and permissions for data management.
Multi-device compatibility for electronic purchase order processing.
Supplier performance tracking with regular audit features.
Flexible scalability for both small firms and large enterprises, supporting growth as you take on more projects.

Budgetary Control and Visibility

Comprehensive budget management for company, department, or project orders.
Clear tracking of allocated, spent, and remaining funds for requisition creators.
Option to set and manage budgets by company, department, or project with fiscal flexibility.

Secure UK Data Storage

Systems hosted on our secure private cloud using Azure UK infrastructure.
Secure access provided through SSL encrypted connections.
Automatic additional backup to the Acronis platform for resilience.

Access Anywhere

Access the full, web-based software from any internet enabled device, including smartphones and tablets.
No equipment or software installations needed, allowing for quick and simple implementation.

Concurrent User Licensing

More cost effective than assigning individual licenses, helping reduce costs as staff change.
Licenses are shared across users based on active sessions, giving greater flexibility for your business.

Full UK Support

Cloud B2B delivers UK-based support through a secure web portal.
Dedicated support access is provided for your power users.
Use the portal to view account details and billing information.

A selection of our clients

Tailored solutions available for any industry

Transport & Logistics

Councils & Authorities

Engineering Sector Key Feature Tour

Explore the end-to-end workflow of initiating an engineering purchase order, covering approval procedures, project budget oversight, reporting, materials receipt, and system administration.

Video 1 of 6

Watch our full virtual demo

Watch a complete presenter-led walkthrough of the software, from logging in to managing your everyday purchasing processes.

Compare Our Purchase Order Software Packages

Essential PO

A simple, ready-to-use PO system for businesses that need better purchasing control without unnecessary complexity.

From£100/ month

Essential PO Includes:

Purchase Order Management
Basic Approval Workflows
Core Supplier Management
Entry-level Searches & Reports
Single Company Structure

System Delivery Timescale:
1 Business Day (Mon - Fri)

Full PO

A comprehensive PO system for organisations that need greater control over approvals, budgets, suppliers and purchasing.

From£125/ month

Everything in Essential PO plus:

Unlimited Company Structure
Budget Control & Goods Receipting
Configurable Approval Workflows
Supplier Price Lists
Configurable Reporting Suite

System Delivery Timescale:
1 Business Day (Mon - Fri)

PO & Invoice Approval

End-to-end purchasing and invoice approval for organisations that want tighter financial control and streamlined processing.

From£150/ month

Everything in Full PO plus:

Invoice Approval Workflows
Optional AI Invoice processing
Data export for Accounting Packages

System Delivery Timescale:
1 Business Day (Mon - Fri)

Customised & Tailored

A bespoke PO solution developed around your organisation, workflows, integrations and specific business requirements.

From£250/ month

A customised solution:

Customised to your exact business requirements
Tailored approval workflows
Custom integrations with accounting software (API Integration)
An in-depth specification meeting
Custom training videos

	Essential PO	Full PO	PO & Invoice Approval	Customised & Tailored
Companies	1	Unlimited	Unlimited	Unlimited
Multi-currency support	Not included	Included	Included	Included
Purchase Order Management
Create & manage purchase orders	Included	Included	Included	Included
Supporting document attachments	Included	Included	Included	Included
Budget & accounting code allocation	Not included	Optional	Optional	Optional
Automatic approved PO emails	Included	Included	Included	Included
Complete purchase order audit trail	Included	Included	Included	Included
Bulk purchase order line imports	Not included	Included	Included	Included
Approval Workflows
Purchase order approval workflows	Basic	Configurable	Configurable	Tailored
Invoice approval workflows	Not included	Not included	Configurable	Tailored
Value based approval limits & rules	Not included	Included	Included	Included
Supplier based approval limits & rules	Not included	Included	Included	Included
Shared approval workflow groups	Not included	Included	Included	Included
Out-of-office task reassignment	Not included	Included	Included	Included
Budget Control & Spend Visibility
Budget enforcement control	Not included	Included	Included	Included
Company, department & project budgets	Not included	Included	Included	Included
Monthly budget allocation	Not included	Not included	Not included	Included
Bulk import budgets	Not included	Included	Included	Included
Budget expiry & status management	Not included	Included	Included	Included
Goods & Service Receipting
Full & partial goods receipting	Not included	Included	Included	Included
Receipt goods against individual PO lines	Not included	Included	Included	Included
Upload & retain supplier delivery notes	Not included	Included	Included	Included
Generate internal GRN's	Not included	Included	Included	Included
Goods receipt history & audit trail	Not included	Included	Included	Included
Outstanding goods & services dashboard	Not included	Included	Included	Tailored
Supplier Management
Central supplier management	Included	Included	Included	Included
Multiple contacts per supplier	Included	Included	Included	Included
Supplier price-list imports	Not included	Included	Included	Included
Supplier performance ratings	Not included	Included	Included	Included
Supplier document management	Not included	Optional	Optional	Tailored to requirements
Invoice Processing & Matching
Invoice & credit note matching	Not included	Not included	Included	Included
Quantity, value & variance control	Not included	Not included	Configurable	Tailored configuration
Invoice approval workflows	Not included	Not included	Included	Tailored configuration
AI-assisted invoice processing	Not included	Not included	Optional additional service	Optional additional service
Reporting & Integrations
Reporting suite	Standard	Configurable	Configurable	Tailored
Custom searches & filters	Included	Included	Included	Included
CSV, Excel & PDF exports	Included	Included	Included	Included
Accounts software data exports	Not included	Not included	Included	Tailored
Automated API integrations	Not included	Not included	Optional additional service	Tailored
Administration, Configuration & Control
Full system admin control	Included	Included	Included	Included
Manage companies, branches & departments	Single company structure	Unlimited structures	Unlimited structures	Tailored structures
Create & manage user groups	Not included	Included	Included	Included
Visualise & test PO approval workflows	Not included	Included	Included	Included
Configure system-wide settings	Included	Included	Included	Included
Full documentation & UK-based support	Included	Included	Included	Included

	From£100/ month	From£125/ month	From£150/ month	From£250/ month

Package features can be configured around your agreed requirements. Optional modules, integrations, AI-assisted invoice processing & tailored development may involve additional setup or ongoing charges. Training, documentation & UK-based support are available with every package.

Not sure which purchase order software package is right for your organisation?

Book a free online demonstration & we will discuss your users, approval workflows, budgets, supplier processes, reporting & integration requirements.

Key Feature Tour & Virtual Demo

Take a look at a tour of our key features or watch a complete presenter-led virtual demonstration videos.

Find out how tailored engineering purchase order systems can improve your purchasing process

Please contact me to set up an initial discussion of our requirements / book a free online demonstration

Helping Our Customers Manage Procurement at Scale

£436M +

Budget Transactions

742K +

Purchase Order Lines

469K +

Workflow Tasks

56K +

Supplier Accounts

86K +

Delivery Notes

Combined figures processed through all Cloud B2B customer purchase order systems.

Download our Datasheets & White Papers

Download Cloud B2B's Purchase Order Software Datasheet

Purchase Order System Datasheet

Download Cloud B2B's Generic Solutions Overview

Company & Generic Solutions Overview

Download Cloud B2B's Controlling The Procurement Process

White Paper - controlling the procurement process

Download Cloud B2B's PO System Implementation Playbook

Implementation Playbook - Implementing your PO system

Purchase Order System for Engineering Sector Questions And Answers

Is support available for your engineering purchase order system?

Yes. We provide access to an online support portal where designated users can submit support tickets whenever assistance is required with the system.

Teams-based user training is also available to help engineering teams understand how to use the purchase order system effectively and ensure a smooth rollout across the organisation.

Is documentation available for the engineering industry PO system?

Yes. We provide detailed documentation covering the features and functionality of our purchase order systems used within the engineering industry.

This documentation explains system processes, configuration options, and key functionality to help users get the most from the software. You can access the documentation here:

PO System Documentation for Engineering

Can a PO system be used for all engineering purchasing needs?

Yes. A PO system can be used to manage all types of engineering-related purchasing, whether for specific projects or general company purchases.

Purchase requests can be raised with supporting documents such as quotations and routed through an approval workflow to the appropriate staff, such as project managers or directors. This ensures that every purchase follows the correct internal approval process.

Approvers can review the request, question details such as price or justification, and request amendments if necessary. Once all approvers in the workflow are satisfied, the purchase order can be approved and issued to the supplier, helping maintain control and visibility over all engineering purchasing activity.

Is purchase order software suitable for all sizes of engineering organisations?

Yes. Purchase order software is suitable for engineering organisations of all sizes.

Regardless of company size, it is important to monitor and control spending across purchasing activities. This may include ordering components and stock items, as well as commissioning subcontractors to carry out work on engineering projects.

A purchase order system helps ensure that all purchasing follows the correct approval process, providing clear visibility of spending and helping organisations maintain better financial control.

Can the system manage and track multiple engineering projects or jobs?

The system allows your to set up individual projects or jobs and link budgets and purchase orders directly to them.

This means each engineering project can have its own purchasing activity and budget tracking, giving you a clear view of project-related spending. You can also run reports on individual projects to monitor costs and maintain financial oversight.

The project administration tools are designed to support organisations managing multiple active jobs, and the system can be configured to match your existing project or job structure.

Can deliveries to our sites be tracked against purchase orders?

The system includes a goods receipting function that allows deliveries to be reconciled against the original purchase orders.

Goods Received Notes (GRNs), whether paper based or electronic, can be uploaded and matched to the relevant purchase order to confirm that the correct items have been delivered. Where no physical delivery note is available, an internal receipting record can be created within the system to confirm receipt.

This process helps identify short deliveries or discrepancies and ensures accurate tracking of materials delivered to your engineering sites.

Does the engineering purchasing software provide full visibility of order processing?

Yes. The engineering purchase software provides clear visibility of order activity while allowing access to be controlled through user roles and permissions.

Users can be restricted to viewing data only for the projects they are involved in, ensuring information is shared appropriately across the organisation. At the same time, system administrators or senior users can be given full access across all projects and purchase orders.

The system also includes powerful search and reporting tools, allowing authorised users to review purchasing activity, track order status, and analyse project spending at any time.

Do you offer a solution that imports supplier invoices and matches them to purchase orders?

Our full purchase order and supplier invoice solution allows you to manage the entire procurement process within one system.

Supplier invoices and credit notes can be imported and matched directly to the relevant purchase orders, helping confirm that the goods or services invoiced correspond with what was originally ordered.

Once invoices and credit notes have been approved, the information can be exported as a structured CSV file and imported into your accounts system for payment. This helps streamline the process from purchasing through to financial reconciliation.

Can any user make changes to budgets or suppliers in the engineering PO system?

No. The system is designed with security and accountability in mind.

Only designated power users with administrative permissions are able to make changes to budgets or add and edit supplier records. This helps ensure that purchasing controls remain secure and that key financial data is managed by authorised personnel.

By restricting these permissions, engineering organisations can maintain tighter control over procurement processes while ensuring that supplier information and budgets are managed consistently.

Can additional costs be added after a purchase order for engineering goods has been completed?

Yes. The system provides flexibility to accommodate situations where additional costs arise after a purchase order has been created.

Designated power users can edit existing purchase orders where necessary, allowing adjustments to be made to reflect changes in the final cost. This is particularly useful in the engineering industry where charges such as delivery costs may vary, or where services like plant or machine hire depend on the actual hire period.

By allowing controlled amendments, the system ensures purchasing records remain accurate while maintaining appropriate approval and oversight.

What happens if a staff member is promoted and needs additional access?

The system’s administrative controls allow user roles and permissions to be updated at any time.

If a staff member receives a promotion or takes on additional responsibilities, administrators can adjust their permissions to give them greater access or control within the system. This may include approving purchase orders, managing budgets, or accessing additional project information.

This flexible role-based permission structure ensures the system continues to reflect your organisation’s hierarchy as roles and responsibilities change.

What happens if someone responsible for approvals is absent or on annual leave?

The system includes a built-in out of office function to ensure that important tasks are not delayed when a user is absent.

If a staff member is unavailable, tasks such as purchase order or invoice approvals can automatically be reassigned to another designated user until the original approver returns. This helps ensure that purchasing processes continue without interruption.

System administrators also have tools to manage or override out of office settings and can manually reassign tasks where necessary, ensuring approvals and workflows continue to run smoothly.