# How to raise a purchase order and get it approved in Xero

In Xero, create a purchase order with the supplier, lines and prices. Submit it for approval and send it to the supplier only after it is approved.

Raising a purchase order means writing down what you are buying, from whom and at what price and getting sign-off before you order.

## Before you start

- Purchase order create permission
- A user with approval rights

## The Xero way

Where to find it: Purchases > Purchase orders > New purchase order

1. In the Purchases menu, select Purchase orders and click New purchase order.
2. Enter the supplier, items, quantities, prices and delivery date.
3. Click Save, or use the arrow next to Save to select Submit for approval.
4. An approver approves it. To send it, use the arrow next to Approve and select Approve & email.

## Limits in Xero

- One approval step. No routing by amount.

## Good to know in Xero

- The Xero page says you can set who can create, approve or delete purchase orders.

## The Pulsify way

1. Raise or upload a purchase order in Pulsify for Xero.
2. Send it through approval in Pulsify.
3. On approval, Pulsify creates the purchase order in Xero.
4. When the invoice arrives, Pulsify links it to the purchase order and matches the lines.

Pulsify connects to Xero in one click. Approved bills are created in Xero with the source file attached.

What Pulsify does not do here:

- Pulsify does not email the purchase order to the supplier. Send it yourself.

## Example in Xero

Example Roofing Supplies quotes for a job.

- 20 x roof sheet at $38.00: $760.00 (Account: Materials)
- 4 x ridge cap at $22.50: $90.00 (Account: Materials)

Total ex GST $850.00. GST $85.00. Order total $935.00. Submit for approval with the arrow next to Save, then the approver uses Approve & email.

## Common mistakes

- Clicking Save when the order needs approval. Use the arrow next to Save and select Submit for approval.
- Approving the order and forgetting to send it. Approve & email does both.

## Common questions

### Who can approve a purchase order in Xero?

The Xero page says you can set who can create, approve or delete purchase orders. A user with approval rights approves the order.

### How do I email the order when I approve it?

Use the arrow next to Approve and select Approve & email.

### Can Xero route a purchase order by amount?

No. Native approval is one step, with no routing by amount.

### Does Pulsify email the PO to the supplier?

No. Send the approved PO yourself.

## Sources

- https://www.xero.com/au/accounting-software/purchase-orders/
- https://central.xero.com/0/article/Create-purchase-orders-AU
- https://central.xero.com/0/article/Email-or-print-purchase-orders

Source: https://www.pulsify.tech/how-to/raise-a-po-and-get-it-approved-in-xero/ (last checked 2026-10-19)