Capture
Bring orders in the way customers send them
- Enter a PO manually
- Prepare one from an email or attached PDF
- Import spreadsheet order data
- Convert an estimate or accept a portal order
Purchase orders without the busywork
Create, process, and track purchase orders in one place.
Bring in orders from email, PDFs, spreadsheets, estimates, customer portals, or manual entry. RepCloud keeps the products, pricing, documents, decisions, and follow-up together from the first request through invoicing.
One system for the entire order
Flexible intake
SKU & pricing review
Tasks & approvals
Send, print & share
Customer access
Invoice handoff
What RepCloud handles
More than a PO form: the complete working record.
RepCloud connects the document itself to the people, products, prices, decisions, messages, and follow-up needed to move the order forward.
Build
Get the customer and line items right
- Bill-to, ship-to, reference, date, and sales rep
- SKUs, descriptions, quantities, and rates
- Discounts, adjustments, and order totals
- Notes and the customer’s original attachment
Manage
Keep the whole team on the same order
- Draft, confirmed, on-hold, and cancelled states
- Assigned tasks, priorities, and due dates
- Reminders, internal notes, and activity history
- Review gates for pricing or other exceptions
Complete
Send the PO and close the loop
- Email the order to a vendor or customer
- Download the PDF, print it, or show it in the portal
- Keep the vendor invoice with the original PO
- Duplicate the order or convert it to an invoice
The order lifecycle
A clear path from “we received a PO” to “the order is handled.”
Each step remains visible to the team, and consequential actions stay under human control.
1. Receive or create
Start with manual entry, an inbox message, a PDF, a spreadsheet, an accepted estimate, or a customer portal order.
2. Match the customer
Connect the order to the correct account, billing address, delivery location, contact, and assigned sales rep.
3. Verify every item
Review the SKU, product description, quantity, rate, discount, and extended amount—especially anything the intake could not match confidently.
4. Resolve exceptions
Put pricing, inventory, shipping, routing, or other questions into a task, reminder, note, or approval before committing.
5. Send and track
Email the completed order to the vendor or customer, provide portal access, and retain a visible activity trail and current status.
6. Close the loop
Keep the vendor invoice beside the PO, convert the order to an invoice when appropriate, and use the data in reports and future customer work.
Intake without blind automation
Let RepCloud prepare the order—then check it before creation.
Email and PDF intake keeps the source evidence beside the proposed order. Your team can correct missing addresses, unmatched products, ambiguous quantities, or pricing before a record is created.
- Keep the original email and PO file available during review.
- Confirm customer, shipping, reference, SKUs, quantities, and units.
- Resolve exceptions instead of silently dropping or guessing line items.
- Create the purchase order only when a person confirms it is ready.
After intake
Keep the order useful to sales, operations, accounting, and the customer.
The same PO remains available as a working document, a communication record, a customer-facing reference, and structured sales data.
Open the order with its bill-to and ship-to details, itemized products, quantities, pricing, discounts, totals, notes, source attachment, and current status.
Assign tasks, set reminders, record internal notes, review activity, attach supporting files, and keep vendor invoice documents on the order.
Choose recipients, review the message, send the PO to the vendor or customer, download the PDF, print it, or show the customer-facing version.
Control the order book
Find, update, and report on more than one PO at a time.
Search and filters
Find orders by text, customer, status, intake source, product category, or product subcategory; sort the queue and choose the columns your team needs.
Bulk operations
Select visible orders and update their statuses together when operations needs to move a batch through the same step.
Flexible exports
Export the filtered order list to Excel, CSV, or PDF, or open a print-ready report for offline review and sharing.
Connected reporting
Use the structured order data in customer, product, SKU-opportunity, and sales reporting instead of rebuilding the history from inboxes.
One connected order system
Replace the PO spreadsheet, attachment hunt, and status chase.
Start with a customer request and finish with a sent, trackable order that remains connected to products, documents, people, tasks, and billing.