Requisition, approval, purchase order, receiving, vendor bill. One chain, one record. The slab that comes off the truck lands in your inventory with the price you paid still attached to it.
Someone texts the supplier. Someone else calls a second supplier for the color the first one ran out of. Two weeks later a truck backs in with six slabs, the guy who ordered them is on an install, and nobody in the office can say what was supposed to arrive. The slabs go on a rack and exist in no system at all. A month after that the vendor invoice shows up and the only person who can check it against anything is the one who remembers the phone call.
It starts where the work starts. Open a project and Stone Project reads the material the drawing calls for, checks it against the slabs already on your racks, and separates what you can reserve from what you have to buy. What you have to buy becomes a requisition, with the job it belongs to already on it.
The requisition goes to whoever spends money in your shop. They approve it, or they reject it with a reason the fabricator who asked can read. Pending requisitions get chased automatically, so nothing sits in Submitted for a week because the owner was on a job site. If your shop doesn't want that step at all, turn it off and requisitions become orders directly.
Approved lines convert into purchase orders, split one per supplier. Send the PO by email from the app and it goes on the record: what you sent, to whom, when, and whether it bounced. No more "I'm sure I sent it Tuesday".
When the truck arrives, receive the PO. Count what showed up and enter it. Every slab you receive turns into a piece in your inventory that same second, carrying its size, thickness, finish and the bin you put it in. Short delivery? Receive what came and leave the rest open on the order.
Finally the vendor's invoice becomes a vendor bill against that purchase order, line by line, and your payables balance is current before anyone opens a filing cabinet. Push it to QuickBooks and the bookkeeping is finished the same day the stone arrived, not the week after month-end.
What changes when you use it
Owners and admins. A requisition moves from Draft to Submitted to Approved, and whoever approves can reject it instead, with a reason the requester reads. You can also switch the approval step off for the whole company, or auto-approve requisitions raised by owners and admins so nobody signs off on their own paperwork.
Each slab you receive becomes a piece in your inventory right then, carrying the length, width, thickness and finish from the PO line plus the bin number you type at receiving. It is searchable, quotable and ready to label in the same minute. The receiving record keeps who received it, how many, in what condition and when.
Yes. Receive the quantity that actually came off the truck and the PO moves to Partially Received, with the remaining quantity still open on the same order. Receive the rest when the second delivery arrives and the PO closes itself.
Yes. Purchase orders and vendor bills export to QuickBooks Online, and your suppliers map to QuickBooks vendors. You enter the purchase once, in the place where the slab actually is, and your bookkeeper stops re-typing it.
Filter purchase orders by supplier and every line shows the unit price you paid and the date you paid it. Every slab on your racks traces back to the purchase order it arrived on, so "what did we pay for this one" is a lookup instead of an argument.
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