> For the complete documentation index, see [llms.txt](https://docs.buildertek.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.buildertek.com/purchase-order/purchase-order-approval.md).

# Purchase order Approval

Once the Purchase Order has been reviewed and verified by your internal team, it can be sent directly to the vendor for approval. BuilderTek simplifies this process by providing built-in communication tools and electronic approval capabilities, eliminating the need for printing, scanning, or third-party signature software.

{% stepper %}
{% step %}

## Open Preview & Email

![](/files/e971086a8c8685fa9020ad7add32b18edf3900d4)

From the Purchase Order screen, click "Preview & Email."

A new communication window will open.
{% endstep %}

{% step %}

## Review Recipient Information

* The vendor information associated with the Purchase Order is already filled in the email template.
* The Purchase Order document is automatically attached to the pre-designed email template.
* Review the recipient details and verify that the correct vendor contact has been selected.
  {% endstep %}

{% step %}

## Review and Send the Email

* Review the email content and add any additional attachments or supporting documentation if required.
* Once everything has been verified, click "Send."
* The Purchase Order is immediately delivered to the vendor.

![](/files/b1b776729cb52f6915bd83b7e56bccbeaac0897a)
{% endstep %}

{% step %}

## Vendor Reviews and Accepts the Purchase Order

The vendor receives the Purchase Order via email and can review all details directly from their device.

![](/files/a9ef3632732b0a5f279be1cb3f454d540f235b3c)

Vendors can approve and sign the Purchase Order electronically through their email without requiring:

* Printed documents
* Manual signatures
* Scanned copies
* Third-party signature applications

![](/files/5ec15908132d25e43f5d47c3dea309bdfaaccd2a)

The vendor can review the document, sign electronically, and submit their acceptance directly through the Purchase Order link.
{% endstep %}

{% step %}

## Track Vendor Acceptance

As soon as the vendor completes the approval process, the Purchase Order status is automatically updated to "Vendor Accepted", providing immediate visibility to the project team.

![](/files/636882af282cb2486c88d474e6112d882a5d6faf)

This ensures that everyone involved in the project can see when the Purchase Order has been formally approved and accepted.
{% endstep %}

{% step %}

## View and Download the Signed Purchase Order

The approval is automatically stored in the PO “Related” option in the “Files”. To access the signed version:

* Open the "Related" tab
* Navigate to the "Files" section
* Open the signed document

![](/files/25cf01398f5c4f45e913d3991797934d28471595)

The signed Purchase Order can be:

* Viewed
* Downloaded
* Printed
* Shared with stakeholders

This provides a complete and auditable record of vendor acceptance.
{% endstep %}
{% endstepper %}

## Outcome

The Purchase Order has now been reviewed, issued, and accepted by the vendor.

At this stage, the awarded scope of work has been formally authorized, vendor approval has been documented, and the procurement process is officially underway. The Purchase Order remains connected to the original Walkthrough, RFQ, and future project records, ensuring complete traceability throughout the project lifecycle.

With the Purchase Order approved, you can now proceed to the next stage of the workflow: Creating a Contractor Invoice.


---

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