Purchase Order

A purchase order (PO) is a formal document that authorizes buying supplies, parts, or services before the purchase is made. It typically records what is being bought, the quantity, agreed price, vendor, and approval details. In multifamily operations, POs help connect day-to-day maintenance needs with budget controls and payment processes.

A maintenance supervisor needs 20 replacement fill valves and several faucet cartridges for upcoming unit turns. Before ordering, the supervisor creates a PO that lists the items, quantities, vendor, price, and property budget code so the purchase can be approved and matched to the invoice later.

Purchase orders give operations leaders a clear record of approved spending across properties. They support budget tracking, reduce surprise expenses, improve vendor communication, and create accountability when teams need to balance fast service with financial control.