Enter your idea

This would be a game changer!

Extend Smart Document Capture to Purchase Orders – Supplier Quotes

This would be a game changer for businesses that follow a strict purchase order approval process.

Xero's automated bill capture is a fantastic feature, but in our business, we require an approved purchase order before any supplier invoice can be processed.

Currently, when we receive and accept a supplier quotation, we still need to manually capture all the details to create a PO. When the supplier invoice arrives, Xero can automatically capture the bill, but we then need to manually match it to the existing PO and update the PO status.

My suggestion is to extend Xero's existing smart document capture functionality to supplier quotations.

We should be able to upload or drag and drop an accepted supplier quotation under Accounting > Documents or directly into Purchase Orders, and have Xero automatically extract the supplier, item descriptions, quantities, prices and VAT to generate a draft PO.

The PO would still go through the normal review and approval process before being issued.

Ideally, when the supplier invoice is subsequently uploaded, Xero should also recognise the existing PO and suggest matching the bill to it, including handling partial deliveries or invoices.

This would complete the purchasing workflow:

Supplier Quote → Draft PO → Approved PO → Auto-Captured Supplier Bill → PO Matching and Closure

For businesses processing large volumes of supplier quotations and invoices, this would significantly reduce manual capturing, improve accuracy and strengthen procurement controls.

Xero has already developed excellent document capture technology for bills. Extending this functionality to purchase orders would make a meaningful difference to how finance and procurement teams operate.

Good day,

Has this idea been implemented? This is a great idea for workflow. Please can you advise if this is a feature now? What is this could if so.