Setting Up a Purchase Order (PO) Process for Invoicing
Some clients — particularly larger organisations, public sector bodies, or those with structured finance teams — require a Purchase Order (PO) number on invoices before payment can be processed. This article explains how to set this up with Progressive Robot.
What Is a Purchase Order?
A Purchase Order (PO) is an official document issued by your organisation authorising a specific purchase. It assigns a unique reference number that your finance team uses to match invoices to approved spending.
How to Set Up PO Billing With Us
- Notify your Account Manager or Project Manager early — tell us at the start of the engagement that you require PO numbers on invoices
- Issue the PO before work begins — your internal finance team generates the PO based on the agreed quote or Statement of Work
- Send the PO number to billing — email it to your Project Manager or our accounts team; it will be referenced on all relevant invoices
- PO top-up for change requests — if the project scope increases and a change request is approved, you may need to issue an updated or supplementary PO to cover the additional amount
POs and Payment Timing
We understand that generating a PO can take time internally. However, please note:
- Work will not typically begin on a project until either (a) a signed contract is in place, or (b) a PO has been issued — whichever is required by your process
- Our payment terms are 30 days from date of invoice by default. If your PO process takes longer than this, please discuss with your Account Manager at the outset
- Late payment resulting from internal PO delays is not grounds for waiving late payment fees — please plan your PO process accordingly
Blanket POs for Retainer Clients
If you are on a monthly retainer, some clients issue a single "blanket" PO covering the annual retainer value, rather than a PO per invoice. We are happy to work with this arrangement — speak to your Account Manager to agree the format.
Invoice Without a PO
If your organisation does not use POs, that is absolutely fine. Our standard invoicing process does not require one. Simply ensure your Finance Contact's billing email address is registered in this portal so invoices reach the right person.