Introduction
Stampli Purchase Orders is a standalone system that helps you create, approve, and manage purchase orders directly within Stampli. This capability simplifies the procurement process by letting you handle POs without complex ERP interactions, making it easier to maintain control over all purchases, regardless of size.
Key benefits
Simplified procurement process: Create and manage POs without needing to access your ERP
Increased visibility: Track all purchases in one place, from request to payment
Reduced manual work: Less data entry, fewer errors, and faster processing
Better compliance: Ensure all purchases follow your approval protocols
Enhanced vendor communication: Send POs directly to vendors and track confirmations
Who should use Stampli Purchase Orders
Stampli Purchase Orders is designed for:
Finance teams looking to increase PO usage without adding complexity to their ERP systems
Procurement teams who need a streamlined way to create and track purchase orders
Organizations wanting to improve spend visibility and control for all purchases, including smaller transactions
Teams that find their current ERP's PO process too cumbersome for routine purchasing
How Stampli POs work
Stampli Purchase Orders function as a self-contained procurement system within Stampli:
Creation: POs are created directly in Stampli without requiring ERP access
Routing: Approval workflows are managed within Stampli based on configured rules
Approval: Designated approvers review and approve within Stampli
Issuance: POs can be emailed to vendors directly from Stampli
Invoice matching: When invoices arrive, they're matched to the Stampli PO
Key technical components
Simplified PO creation and management
Create POs directly in Stampli without ERP access
Select from frequently used items and preferred vendors
Get AI-powered suggestions based on your purchase history
Validate spending against pre-set budgets before approval
Item and service management
Simplified item database: Does not require a formal item master as in ERPs
Free-form entries: Allow description-based items without strict categorization
Historical tracking: System remembers previously used items for future selection
No inventory integration: Items are not automatically deducted from inventory systems
Flexible approval workflows
Configure approval paths based on vendor, amount, or department
Track approval status in real-time
Leave comments and ask questions within the PO
Maintain complete audit trails of all changes
Vendor communication
Email POs to vendors directly from Stampli
Track vendor confirmations
Support for multiple currencies
Customize PO numbering to match your internal systems
Required permissions
To create, submit, or approve Purchase Orders in Stampli, you’ll need one of these user roles:
Procurement Specialist
Procurement Admin
Procurement Approver
Related features
Stampli ERP Purchase Orders: For organizations that prefer to create POs in Stampli but need direct integration with their ERP system
Invoice Processing: Automatically match incoming invoices with your purchase orders
Vendor Management: Maintain vendor records and communication history
Frequently asked questions about Stampli Purchase Orders
How are Stampli Purchase Orders different from creating POs in my ERP?
Stampli Purchase Orders offers a more user-friendly approach with less manual data entry, AI-driven item suggestions, and streamlined approvals—all while maintaining full integration with your ERP. It's designed specifically for indirect spend, eliminating the need to maintain extensive item lists while still providing the control you need.
Do I need to create vendor records in Stampli to issue POs?
No. Unlike most ERP systems, Stampli allows you to select vendors without needing to create and maintain formal vendor records, making the process much simpler for indirect purchases.
Can I use Stampli Purchase Orders alongside my existing ERP PO process?
Yes. Many organizations use Stampli Purchase Orders for indirect spending while maintaining their ERP PO process for inventory-related purchases, giving you the best of both worlds.
Does Stampli support PO matching with invoices?
Yes. When invoices are received, Stampli automatically matches them to the corresponding POs, streamlining the approval process and ensuring accurate coding.
Getting started
To get started with Stampli Purchase Orders, check out these articles: