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6 votes
Hi team, we're starting to get a gauge from the community for interest in this idea. We'll track the support closely and share if there are any updates.
Leandre Schoeman
supported this idea
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8 votes
Hi Kim thanks for sharingthis idea, and letting us know the changes that matter most for you.
We've reviewed your idea and now it's up to the community to get behind and support it. Make sure you share your idea with any colleagues that this could benefit so they can add their vote too!
Along with votes, other members can now comment to share additional detail about how your idea could improve their experience with Xero.
Leandre Schoeman
supported this idea
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10 votes
Appreciate you sharing this feedback. Automatically extracting line items, quantities and pricing from supplier quotes into a draft purchase order could make purchasing workflows more efficient.
We've updated the status to Gaining Support so we can continue tracking community interest. Add your vote if this could improve your workflow.
Leandre Schoeman
supported this idea
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An error occurred while saving the comment
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.