Quotes and purchase orders

What quotes and purchase orders do, how they turn into an invoice or a bill, and which parts have no screen yet.

Updated Nov 10, 2026

# Quotes and purchase orders

Quotes and purchase orders are built in the engine. They are kept apart from invoices and bills, so your existing invoices and bills are unchanged.

Not available on screen yet

There are no screens for quotes or purchase orders in the app today. The features below work in the engine and are tested, but you cannot reach them from a button yet. Plain invoices and bills work as before. See invoices-and-bills.

Quotes

A quote moves from draft to sent to accepted, declined or expired.
A sent quote past its valid-until date can be marked expired.
An accepted quote can be turned into a draft invoice. One invoice per quote, and the link is kept.
To change a quote you have sent, revise it. The earlier version is saved, the version number goes up and the quote goes back to draft.
A quote can be made as a PDF with your template: color, footer, terms and title.

Purchase orders

A purchase order moves from draft to approved, part billed, then billed. It can also be cancelled.
You can ask for approval. The order only becomes approved when the latest decision is "approved".
A purchase order becomes a draft bill. Choose the quantities per line. When goods arrive in parts, the order stays open until everything is billed. You cannot bill more than what is left.

Copy from previous: copy an invoice, bill, quote, purchase order or credit note. A copied bill needs the supplier's new number.
Bill approval limit: you can set an amount. A bill at or above it cannot be issued until someone approves it.
Duplicate bill warning: a bill with the same supplier and amount within 7 days, or the same reference, shows a warning. It does not block you.
Billable costs: mark a cost for a customer, with a markup if you like, and put every open one on a new draft invoice.
Group invoicing: make one draft invoice per customer from one template.

Who can use them

Customer documents need the right to write sales. Purchase orders and bill approvals need the right to write bills. See users-and-roles.

Good to know

All of these use the company's own currency. Pop Books doesn't handle foreign currency on quotes or purchase orders.
The documents were checked as PDF structure and text, not on paper.
Supplier credits and supplier prepayments are not built.
These tables were tested on new files, not on a real older company file.