Purchase Orders Template

Track every purchase request from the first ask to the day it's stocked. This template helps maintenance and operations teams request parts and supplies, approve or deny them, and record when the order arrives. Each purchase order holds who asked, what they asked for, the approximate cost, and the invoice, so requests don't get lost or forgotten.

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Riverside Ops
Purchase Orders
Parts
Vendors
Purchase Orders3 open requests · $4,860 approved MRJLTKStatus ListNew request
AskSearchFilterSortGroups (1)
Purchase Order
Parts
Requested By
Approx. Cost
Open Request(3)
Condenser fan motorRequested Mar 12
Fan motor × 1
JLJ. Lee
$640
Mop heads and bucketsRequested Mar 11
Mop head × 24
ASA. Silva
$186
Approved(2)
Pump seal kitsApproved Mar 10
Seal kit × 4
TKT. Kane
$1,320
Stocked(7)
HVAC filters 20x25x2Fulfilled Mar 06
Filter × 48
MRM. Reyes
$858
Denied(1)
Second pressure washerDenied Mar 04
Pressure washer × 1
ASA. Silva
$1,150

How the Purchase Orders Workflow Works

Request what you need

Describe the request in a voice note, photograph the part label, or attach a vendor quote, and Coast AI fills in the Purchase Order Name, Description, and Approximate Cost. You can also enter those fields yourself, along with the Requested By, Requested Date, and the Parts being ordered with a quantity for each.

Condenser fan motorOpen Request
Voice note“Need a new condenser fan motor for rooftop unit 3, about six forty from Grainger.”
Approx. Cost$640.00
PartsFan motor × 1
Requested ByJLJordan Lee

Approve or deny it

Every request starts as an Open Request by default. A manager moves it to Approved or Denied, and the Status List groups orders by status so the open queue is always visible.

Open Request queue3 waiting
Condenser fan motorJ. Lee · $640
Open Request
Mop heads and bucketsA. Silva · $186
Open Request
Pump seal kitsT. Kane · $1,320
Approved
Second pressure washerA. Silva · $1,150
Denied

Record the delivery

When the order arrives, attach the packing slip or invoice to the Receipt or Invoice field, set the Fulfilled Date, and move the status to Stocked.

HVAC filters 20x25x2Stocked
Receipt or Invoicepacking_slip_4471.pdf
Fulfilled DateMar 06, 2026
StatusStocked

Benefits of This Purchase Orders Workflow

  • No more lost requests

    Requests made in passing or on a scrap of paper become purchase orders with a status, so nothing waits on someone's memory.

  • Clear answers on what's pending

    Ask Coast AI which Open Requests are more than two weeks old, or the approximate cost of everything Stocked this quarter, and it answers from the Status, Requested Date, Fulfilled Date, and Approximate Cost fields.

  • A paper trail for every order

    The requester, dates, cost estimate, and invoice live on the same record, which makes audits and budget reviews straightforward to answer.

What’s Included in This Workflow

Purchase order records

Each record holds a Purchase Order Name, Status, Requested By, Requested Date, Fulfilled Date, Parts with quantities (connected to your parts inventory), Approximate Cost, Description, and Receipt or Invoice.

  • Status
  • Requested By
  • Parts
  • Approximate Cost
  • Receipt or Invoice

Status List and Table View

The Status List groups orders under Open Request, Approved, Stocked, and Denied, and shows the parts, requester, approximate cost, and invoice for each. A Table View shows the same orders in rows.

  • Open Request
  • Approved
  • Stocked
  • Denied

External form

A public External Form lets people outside your Coast account submit a purchase request.

  • External Form

Customize the Workflow for Your Team

Add statuses such as Ordered or Partially Received, add fields for Vendor, PO Number, or Budget Code, and point the Parts field at your existing parts inventory workspace. Coast AI can also add fields, views, or automations, such as a notification to the approver when a new request comes in or a view of orders approved but not yet stocked.

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FAQs About Purchase Orders

What happens when I add this workflow to Coast?

Coast creates a Purchase Orders workspace with the Open Request, Approved, Stocked, and Denied statuses, fields for the requester, dates, parts, approximate cost, and invoice, a Status List grouped by status, a Table View, and a public External Form.

How can Coast AI help with this workflow?

Say what you need out loud, or attach a vendor quote, and Coast AI fills in the Purchase Order Name, Description, and Approximate Cost for you to confirm. Ask it which requests are still waiting on approval and it lists them from the Status field. Coast AI can also add fields, statuses, or automations when your purchasing process changes.

Can people outside our Coast account request a purchase?

Yes. The workspace includes a public External Form, so a contractor or another department can submit a request, which starts as an Open Request by default.

Can I import my existing purchase orders?

Yes. Import open and past orders from a spreadsheet so your full purchasing history is in one place.

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