pory logoPory

Purchase order request & approval portal

A purchase-order approval portal is where staff submit purchase orders for what they need, finance approves or rejects each one, and requesters see it move from approved to ordered to received.

Pattern: Requests

Describe it to Pory

“Our staff need to submit purchase orders, finance approves or rejects each one with a note, and whoever asked can see when it's been ordered and when it arrives.”

Viewing as

Purchase orders

Purchase orders to decide

Pending3
Approved2
Ordered2
Received2
Rejected1

All purchase orders

Standing desks for the design studio, 6Kenji HaverfordDesignErgonomica4800Nov 6, 2026Pending
Color laser printer for the studioKenji HaverfordDesignOfficeHub640Oct 19, 2026Ordered
Plotter ink and paper for client boardsKenji HaverfordDesignPrintwise1180Oct 30, 2026Approved
Studio offsite catering, 30 peopleKenji HaverfordDesignHarvest Table2100Oct 23, 2026Rejected
Drawing tablets for new illustrators, 4Kenji HaverfordDesignPentline1960Oct 2, 2026Received
Safety boots for new warehouse hires, 9 pairsNia RobinsonOperationsWorkSafe Supply1350Oct 26, 2026Pending
Forklift service and annual safety inspectionTom BarkerOperationsLiftcare880Nov 2, 2026Pending
Booth rental at the Fall Home ShowLaila AhmadiMarketingExpoWorks7200Nov 10, 2026Approved
Load-testing tool, annual licenseRafael CostaEngineeringStressline3600Oct 22, 2026Ordered
Chairs for the customer service team, 12Martha QuinnFacilitiesSeatwell2940Oct 5, 2026Received

Showing 1–10 of 10

Powered by Pory

In plain English

How Pory sets it up

Pory gives every requester and finance a sign-in of their own. Each requester sees only their own purchase orders. It covers request → approve → fulfill. Purchase orders, documents, supplier invoices, suppliers and finance team live in Pory's own database, so there's no spreadsheet to keep in sync.

What it does

01

Finance approves or rejects each purchase order with the reason attached

Purchase requests went to whichever finance person replied fastest, with the quote buried somewhere in the email chain. In Pory finance opens the order, sees the supplier, amount, department, justification and the quotes linked to it, and approves or rejects it; a rejection carries a note saying why. Nobody places a $4,800 desk order on a verbal yes.

Approve / reject with a reasonDone by: Finance
02

Requesters see their order go from approved to ordered to received

Once a PO was approved, the requester lost sight of it until a box appeared, or didn't. Each person sees their own purchase orders move from Pending to Approved, Ordered and Received, and uploads the packing slip when the goods arrive. Finance stops getting "did my desks get ordered?" messages, and the requester knows the order is placed before following up with anyone.

Status tracker for the submitterDone by: Requester

Who sees what in a purchase-order approvals portal

Every person signs in to their own view. This is what each role in the demo gets.

Requester

Sees only their own purchase orders.

Pages
Home, My purchase orders, Documents, Suppliers, Purchasing policy
Can start
New purchase order, Upload a quote or packing slip

Finance

Sees every purchase order in the portal.

Pages
Home, Purchase orders, Documents, Supplier invoices, Needed-by dates, Suppliers
Decides
Marks purchase orders Approved or Rejected, with a reason

What’s in the purchase-order approvals portal template

The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.

Purchase orders

  • What's needed (text)
  • Supplier (text)
  • Amount ($, before tax) (number)
  • Needed by (date)
  • Department (choice: Design, Operations, Marketing, Engineering, Facilities)
  • Status (choice: Pending, Approved, Ordered, Received, Rejected)
  • Requester (link)
  • PO number (text)
  • Why it's needed (long text)
  • Finance note (long text)

Documents

  • Document (text)
  • Purchase order (link)
  • Status (choice: Requested, Uploaded, Checked)
  • Needed by (date)
  • Type (choice: Quote, Packing slip, Spec sheet)
  • File (file)
  • Requester (link)

Supplier invoices

  • Supplier invoice (text)
  • Purchase order (link)
  • Amount with sales tax ($) (number)
  • Due (date)
  • Status (choice: Waiting for packing slip, Ready to pay, Paid, Disputed)
  • Received (date)
  • Requester (link)

Suppliers

  • Supplier (text)
  • Category (choice: Furniture & equipment, Print & office, Catering, Events, Software, Safety & facilities)
  • Standing (choice: Preferred, Approved, Under review)
  • Account contact (text)
  • Last reviewed (date)

Finance team

  • Name (text)
  • Role (text)
  • Extension (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal

Decide

2 parts

  • Approve / reject with a reason

    Decision buttons for whoever may edit the status. Who decided, when, and why stays on the record.

  • Status tracker

    “Where's my request?” answered as a progress bar on the submitter's own page.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

A requester signs in with a link sent to their email and lands on Home. They see Home, My purchase orders, Documents, Suppliers and Purchasing policy, and only the purchase orders that are theirs. From there they can use “New purchase order” and “Upload a quote or packing slip”.

Finance decide: they mark each one Approved or Rejected and give a reason. Everyone else sees the decision and the reason on the record, without the buttons to change it.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

More finance portals

All finance portals
Invoice & payment tracking portalIssue → paid → overdueCompliance document collection portalRequest → upload → verifyInsurance claims portalFile → adjust → payLoan application portalApply → underwrite → decide

Related portals

WorkplaceEmployee onboarding portalTasks, documents, equipmentWorkplacePTO & leave requests portalSubmit → manager approvalCommercialPartner & reseller portalDeal registration & assets

Build your purchase-order approvals portal with Pory

Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited employees.

See pricing · How Pory builds a portal