The Purchase Order (PO) module is optional and available for customers using Ingram Micro, TD Synnex, and Pax8.
Check pricing or book a demo to learn how this can save you hours on post-sale workflows.
🚀 Overview
Salesbuildr’s PO automation helps streamline your procurement process by:
🔄 Automatically creating post-sale tickets from approved quotes.
🧾 Generating POs in your PSA (e.g., Autotask, HaloPSA).
📤 Submitting POs to distributors via API or email.
🔗 Consolidating items across quotes into a single PO.
🔍 Maintaining full audit trails and order visibility.
🧩 Key Features
📄 Quote Conversion
Automatically converts approved quotes into post-sale tickets in Autotask.
Skips the manual Won Opportunity wizard for a smoother process.
🛒 Purchase Order Creation
Generates a PO linked to the post-sale ticket and create the PO with all information in PSA.
Electronically submits the PO directly to connected distributors via API.
🔗 Combined Purchase Orders
Group items from multiple quotes into a single PO to reduce shipping costs.
Salesbuildr will create separate customer-specific POs in your PSA.
🚫 Exclude Non-Procurement Items
If items don’t require procurement, they won’t appear in the PO.
You can choose to manually add them to the post-sale ticket and charges — tracked and linked to the quote.
How to configure the defaults for the post-sale ticket
Follow the steps in this article to configure the default for the post-sale ticket and PO workflow.
⚙️ Setting Up Distributor Integration
Ingram Micro API Setup
Go to Ingram Micro Developer Portal and create a developer account.
Add a new production application under my Apps.
Use the values and toggles as seen below, add your account manager’s email in the last field and select add app.
You will receive an approval after review.
Once approved, copy your API keys and paste them in the Salesbuildr Admin Panel.
📋 Step-by-Step: Creating & Sending a PO
1. Access Pending Order Items
From an approved quote, go to Pending Order Items in Salesbuildr to view items flagged for procurement.
2. Select and Create Order
Choose items for the purchase order and select Create Order to create a PO in Salesbuildr.
Alternatively, you can select an existing PO if you want to add the items to an existing PO. Choose the items for the purchase order and click Create Order to generate a new PO in Salesbuildr.
Alternatively, if you wish to add the items to an existing PO, select the existing PO to update it with the selected items.
3. Review & Place Order
Once you’ve selected the items you want to order, it’s time to place the order.
Updates the post-sale ticket in your PSA with the selected items.
Creates the Purchase Order (PO) in your PSA (e.g., Autotask).
Sends the order to the distributor, either:
Via API (for integrated distributors like Ingram Micro), or
Via email (for distributors without API support).
4. View PO in PSA
Click on the PSA icon next to the order or ticket number in Salesbuildr to view details in PSA. You might have to refresh the page to make the icon on the order visible.
🔁 Combine Purchase Orders
You can add items to order for multiple customers and submit them as a single PO to your distributor. Salesbuildr keeps track of all related post-sale tickets that contain the charges from the PO in Salesbuildr. Salesbuildr will create and update seperate customer specific POs in Autotask.
Manually Mark PO as Submitted
If you create the purchase order manually outside of Salesbuildr using the picklist from the PO view (for example, by ordering directly from the distributor portal), the PO status in Salesbuildr will not update automatically. To track the order manually in Salesbuildr, follow these steps:
✅ Use the “Mark as Submitted” Option
From the order view in Salesbuildr, click Mark as Submitted in the left-side menu.
This will only update the PO status inside Salesbuildr.
No actions are triggered in the PSA or towards the distributor.
🔗 Optional: Add a Link to Your PSA PO
You can now optionally enter the PO ID or link from your PSA (e.g., Autotask) for reference.
This field is for internal tracking and does not create or sync a PO in your PSA.
❌ Cancel Button for Pending POs
You can use Cancel button for purchase orders that are still in a Pending state, giving you more control and flexibility when managing procurement workflows. Clicking Cancel will:
Return the items to the Pending Items queue in Salesbuildr.
Allow you to re-use or dismiss the cancelled items as needed.
This makes it easy to recover from mistakes or changes without losing track of what needs to be ordered.
🧾 Order Audit Trail
The Order Audit Trail provides users with a detailed history of all actions performed on a purchase order. This feature ensures full visibility and accountability throughout the procurement process.
Event Description: A summary of the action performed (e.g., "Order item added").
Timestamp: The exact date and time of the action.
User Information: The name of the user who performed the action.
📦 Dropshipping Support
You can enable dropshipping at the quote level and edit the shipping address for purchase orders. This enhancement streamlines the dropshipping process for orders that are fulfilled directly by the supplier.
❓Frequently Asked Questions
What about the Sales Order in Autotask?
Salesbuildr will not create a Sales order in Autotask. It makes a post sale ticket with charges and a PO.
What if I want to cancel a PO?
For now, you will have to manually cancel the PO in the Ingram Micro portal and update the related PO in Autotask.
How do I receive items?
You can receive items in Autotask using the existing workflow you're used to.
How does Salesbuildr determine what products to add to the order?
Salesbuildr will look for products that have the Autotask "does not require procurement" flag turn off. If this is the case, Salesbuildr will assume the product will need to be procured.
What happens if the quote contains recurring services?
Because recurring services are constantly added to contracts, Salesbuildr will only add products from the approved quote to the post-sale ticket. You must manually add the recurring services to a new or existing contract.
What happens if I have to add the products to a Project?
Currently, Salesbuildr will only add products from the approved quote to the post-sale ticket. You will have to manually run the Won opportunity Wizard if you want to add products from the approved quote to a project.
What distributors are supported?
We have launched Ingram Micro, TD Synnex, and Pax8.
KPN, Copaco, ALSO will be added next. You can manually manage the PO for distributors without an API connection.
What happens when I create a ticket charge?
The ticket charges are synchronized to Salesbuildr, so clients can purchase everything using our purchase order module.
How do I add the latest prices to the PO?
Salesbuildr now allows you to fetch the latest prices before placing an order. You can do that by clicking on use latest distributor cost under the Cost column on the product you want.