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By what you sell
Purchase order and inventory software for businesses that buy stock and sell it. Order in your supplier’s currency, receive what actually arrives, and send a matched bill to your accounting software.
Purchase order
PO-1042 · Northwind Supply
| Item | Ordered | Received | Billed | Paid |
|---|---|---|---|---|
| Olive oil | 200 | 200 | €1,200.00 | |
| Sea salt | 120 | 96 | €300.00 | |
| Glass jars | 60 | 60 | €540.00 | |
| Freight |  £240.00 |
Three numbers that should match, kept by three different people. The warehouse books in what arrived, the accountant matches the bill, and the owner sees both, on one purchase order everyone works from.
01Receive
Deliveries rarely match the order. Each one gets its own goods receipt with the quantities that actually arrived, so a short line stays visible instead of being quietly corrected. What is still owed moves to a back order, and stock you receive is allocated to the sales orders linked to the purchase order.
Goods receipt · PO-1042
Delivery 1 of 2
| Item | Ordered | Received | Outstanding |
|---|---|---|---|
| Olive oil | 200 | 200 | 0 |
| Sea salt | 120 | 96 | 24 |
| Glass jars | 60 | 60 | 0 |
02Cost
The price on the order is never the whole cost. Add shipping, freight and import duty as extra cost lines, and Qoblex spreads them across the products by value, so the expensive line absorbs more than the cheap one. Unit cost is right before you sell anything, and margins are measured against what the goods really cost.
Extra costs · PO-1057
Freight + import duty: $306
| Item | Value | Freight | Unit cost |
|---|---|---|---|
| Olive oil | $1,200 | $180 | $6.00 → $6.90 |
| Sea salt | $300 | $45 | $2.50 → $2.88 |
| Glass jars | $540 | $81 | $9.00 → $10.35 |
03Bill
The supplier bill sits beside the order and the receipt, so checking all three is a screen rather than an exercise. A supplier who invoices in stages gets several bills on one order, deposits paid up front are allocated when the bill arrives, and bills and payments post to your accounting software without retyping.
Supplier bill · Northwind Supply
Three-way check, sea salt
Ordered
120
Received
96
Billed
120
An order only becomes real once someone with permission approves it.
Min and max levels per location draft one order per supplier.
Several suppliers per product, each with its own SKU, price and minimum order.
Draft purchase orders from customer demand, or send them as drop-ship.
Invoices, customs papers and emails attached to the record.
Bring orders in from CSV, and print them on your own .docx template.
Draft purchase orders straight from sales orders, or send them as drop-ship orders that go from the supplier to your customer.
Inventory for B2B businessesBuy raw materials and finished goods on the same orders, in several currencies, with Xero or QuickBooks and no store at all.
Inventory for distributorsReceived stock updates Shopify and WooCommerce for the locations you map. Moving off Stocky? The same jobs live here.
Inventory for ecommerceIf you buy from a few suppliers, take full deliveries, and freight is already in the price, a spreadsheet or the purchase orders in Xero or QuickBooks will do. Qoblex earns its place when this list starts to look familiar.
| Feature | Spreadsheet | Accounting software | Qoblex |
|---|---|---|---|
| Raise and send a purchase order | By hand | Yes | Yes |
| Track partial deliveries | By hand | Limited | Yes |
| Stock updates on receipt | No | Limited | Yes |
| Freight and duty in unit cost | By hand | Limited | Yes |
| Three-way match: order, receipt, bill | By hand | Limited | Yes |
| Reorder from stock levels | No | Limited | Yes |
This app is one of the best investments ever! Our inventory problems have been solved. 90% of our products are bundles/composites and Qoblex works perfectly with these types of products. Support is awesome!
Integration ecosystem
Native integrations and open APIs let you easily connect data across your existing digital toolkit. Enhance your operations without changing the workflows you’ve spent years perfecting.
Claude
OpenAI
Purchasing, freight, approvals, receiving and supplier bills.
It records what you ordered from a supplier, what arrived, and what you were billed, as three linked records rather than three unrelated documents. That is what shows you a short delivery or an invoice that does not match the agreed price, and what puts the full cost of the goods, freight included, into your inventory value.
For simple buying, yes. Both raise purchase orders and convert them into bills. Businesses add Qoblex when they need to receive stock in parts, spread freight and duty into unit cost, reorder by location, or buy in several currencies. Qoblex then sends the supplier bills to Xero or QuickBooks Online, so your accounts stay where they are.
Yes. Authorized supplier bills and their payments post to Xero or QuickBooks Online within a few minutes, coded to the accounts you choose, and your accounting platform stays the book of record. Accounting integrations are paid add-ons on the Starter and Business plans and included on Scale; see pricing.
They go on the order as extra cost lines and are spread across the line items by value, so each product takes a share proportional to what it is worth. That share becomes part of the unit cost. A freight forwarder who invoices separately, in another currency, is billed on its own freight order linked to the orders it carried. See landed costs.
Yes. An order takes the supplier’s currency, with exchange rates updated automatically or set on the order, and cost is computed in your base currency. With Xero, bills can also sync in the supplier’s currency with the exchange rate attached.
Yes. Purchase orders can be drafted from one or more sales orders, grouped by supplier and pre-filled from customer demand, or created as drop-ship orders that the supplier delivers straight to your customer. Both stay linked to the sales order they came from.
Yes. Each goods receipt records what arrived on that occasion, and the order shows as partly received until the rest turns up. What is still outstanding can be moved to a back order, so the open order reflects what you are still waiting for.
Yes. An order can be sent for approval and cannot be acted on until it is approved, and permissions control who is allowed to approve. An approved order can be reverted to draft if something has to change.
Yes. Whole purchase orders can be imported from a CSV file, which suits bringing your history across, and line items can be imported into an order that is already open. Both have a template and report the rows they could not read rather than half-importing a file.
Qoblex covers the purchasing jobs Stocky handled for Shopify merchants: raising purchase orders, receiving stock into a location, stocktakes and reorder suggestions, and adds landed costs and accounting sync. With inventory sync on, received stock is pushed to Shopify for the locations you map. Past purchase orders can be brought in from a CSV file.
Business Insights
Automated purchase order software helps businesses create, approve, send, and track purchase orders with less manual work. But for ecommerce brands, wholesalers, and manufacturers, the real value goes beyond approvals. The best purchase order automation starts with inventory signals: reorder points, safety stock, lead times, supplier performance, and forecast demand. If your team still creates […]
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Business Insights
Managing purchase orders separately from inventory tracking creates a blind spot that costs growing businesses thousands of dollars annually. When your procurement team generates purchase orders in spreadsheets while your warehouse tracks inventory in another system, you’re essentially operating in the dark until products physically arrive. This disconnect leads to predictable problems: For eCommerce businesses […]
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A purchase order template is a fillable document that records what you’re ordering from a supplier: a PO number, the order and delivery dates, the supplier and ship-to details, each line item with quantity and unit cost, tax and shipping, a total, and a line for approval.
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