The PO Signing Workflow

Sending a purchase order is one thing — getting it formally acknowledged is another. BuilderMate's PO signing workflow lets your vendors and subcontractors digitally sign purchase orders through the Subcontractor Portal, giving you a confirmed agreement with a full audit trail before any work begins or materials ship.

Who Can Access This

• Admin and Team Member — Create, send, and manage POs within BuilderMate.
• Vendors and Subcontractors — Access POs and provide signatures via the Subcontractor Portal.

The Signing Process Step by Step

Step 1: Create and Send the PO

1. An Admin or Team Member creates the purchase order with all line items, quantities, pricing, and dates (see Creating and Managing Purchase Orders).
2. Click "Send" to email the PO to the vendor or subcontractor.
3. The PO status changes from Draft to Sent.

Step 2: Vendor Receives and Reviews

1. The vendor or subcontractor receives an email with a link.
2. Clicking the link opens the PO in the Subcontractor Portal.
3. They can review the full PO details:
   • All line items with descriptions
   • Quantities and unit prices
   • Total amount
   • Scheduled start and end dates
   • Any notes or special instructions

Step 3: Vendor Signs

1. After reviewing, the vendor clicks "Sign".
2. They provide a digital signature using one of two methods:
   • Draw — Use a finger on mobile or mouse on desktop
   • Type — Enter their name and select a font style
3. BuilderMate records:
   • Signature — The actual signature image
   • IP address — Where the signature came from
   • Timestamp — Exact date and time of signing

Step 4: PO Confirmed

1. The PO status automatically updates to "Confirmed".
2. You receive a notification that the PO has been signed. Depending on your notification settings for "Purchase Order Signed", this can come as:
   • In-app notification (always)
   • Email notification (if enabled)
   • SMS notification (if enabled)

Pro Tip: Turn on email or SMS notifications for "Purchase Order Signed" in your notification settings. That way you'll know immediately when a vendor has acknowledged your order — no need to keep checking the app.

After Confirmation

Once a PO is confirmed, you can update its status as work progresses:

Confirmed → In Progress → Completed

This gives your team a clear view of where every order stands — from initial send through final delivery or completion.

Downloading the Signed PO

You can download a PDF of the purchase order with the vendor's signature embedded directly on the document. This serves as your formal record of the agreement — what was ordered, at what price, and that the vendor acknowledged and accepted the terms.

Good to Know: A signed PO is a powerful document if disputes arise later. It clearly shows that the vendor agreed to the specific items, quantities, and pricing before work began. Keep these on file as part of your project documentation.

Putting It All Together

Here's the complete lifecycle of a purchase order in BuilderMate:

1. Create the PO with line items and details
2. Send to the vendor via email
3. Vendor reviews in Subcontractor Portal
4. Vendor signs digitally
5. PO confirmed — you're notified
6. Track progress — mark as In Progress, then Completed
7. Download the signed PDF for your records

This end-to-end workflow replaces printed POs, email chains, and verbal agreements with a documented, traceable process.

Related Articles

• Creating and Managing Purchase Orders
• The Subcontractor Portal