Post-Sale Operations
Purchasing, Procurement & Receiving for Quoting Software
QuoteWerks Web helps you manage purchasing, procurement, and receiving across any vendor, whether you place orders electronically or send purchase orders by email.
Create purchase orders, combine items across multiple orders, sync with QuickBooks Online, track shipments, and manage receiving from quote to fulfillment without switching systems.
For businesses that require deeper automation, distributor and PSA integrations are available, but not required.
Ensure every item is ordered, tracked, and received without gaps or missed steps.
The Problem
Purchasing often breaks down after the quote is approved
Disconnected tools create gaps in the workflow
After a deal is won, teams still need to create purchase orders, place vendor orders, track shipments, and confirm receiving.
Without a centralized purchasing workflow, this work is spread across emails, spreadsheets, vendor portals, and accounting tools.
Purchasing is often siloed and hard to see
In many organizations, purchasing is handled by a single person or small team with limited visibility for others.
Sales, operations, and leadership often lack clear insight into what has been ordered, what is pending, and what is ready for delivery.
This creates bottlenecks, delays, and unnecessary internal communication just to understand order status.
Lack of visibility slows down teams and frustrates customers
Customers expect accurate updates, and teams spend unnecessary time answering “Where is my order?” or chasing vendors for status.
This leads to missed orders, duplicate entry, and limited visibility into what has actually been ordered or received.
The Solution
One purchasing workflow for any vendor
Manage procurement from quote to receiving
QuoteWerks Web provides a flexible purchasing and procurement workflow that works across all vendor types.
Create purchase orders, send them via email or electronically, combine items across quotes, and track order status and receiving without switching systems.
Maintain consistency across all purchasing scenarios
Whether working with integrated distributors or manual vendors, your workflow remains consistent.
This ensures your process scales without requiring changes to how your business operates.
Purchase Orders
Create and send purchase orders without re-entering data
Automatically generate purchase orders from quotes
Create purchase orders directly from quotes or sales orders, eliminating duplicate data entry and reducing purchasing errors.
Automatically generate purchase orders per vendor based on the items in your quote, ensuring nothing is missed.
Support both electronic and manual purchasing workflows
Purchase orders can be created as electronic orders for supported vendors or manually for any vendor.
Electronic orders can include automated updates such as tracking numbers and shipment status. Manual purchase orders follow the same workflow with updates entered as needed.
Deliver purchase orders your way
Send purchase orders via email, inline messaging, attachments, or exported PDFs depending on vendor requirements.
Smarter Purchasing
Combine orders and choose vendors at the time of purchase
Combine items across multiple quotes into one order
Select items from any won or ordered quotes that have not yet been purchased and consolidate them into a single purchase order.
Reduce shipping costs, meet vendor minimums, and simplify purchasing.
Choose vendors based on real-time conditions
Select vendors at the time of purchase based on availability, pricing, or fulfillment requirements instead of being locked into earlier decisions.
Improve margins and avoid delays by adapting to real-world conditions.
Order Visibility
Track what has been ordered, shipped, and received
See exactly where every order stands
Without clear visibility, teams rely on emails, spreadsheets, or a single person to understand order status.
QuoteWerks provides a centralized view of purchasing activity so you can quickly see what has been ordered, what is still pending, and what has been received—without chasing vendors or internal updates.
Know what has been ordered and what is still pending
Track orders without chasing vendors
Quickly find orders and purchasing activity
Increase visibility across your entire team
Receiving
Manage receiving with precision
Track partial and complete receiving
Track items as not received, partially received, or fully received to maintain accurate fulfillment records.
Capture detailed receiving information
Track receiving at the individual item level, including serial numbers, asset tags, storage locations, and device identifiers.
Improve fulfillment accuracy, support workflows, and operational visibility.
Connected Systems
Sync purchasing with accounting and service systems
Keep purchasing and accounting aligned
QuoteWerks Web integrates with QuickBooks Online to ensure purchase orders, receiving, and costs align with financial records.
Receiving activity can also be reflected in QuickBooks to reduce reconciliation work.
Connect purchasing to service delivery workflows
Optional integrations with ConnectWise PSA and Autotask PSA help align purchasing with projects, tickets, and service delivery.
Centralized Workflow
Manage all purchasing in one place
Bring all purchasing activity into one place
Managing purchasing across multiple tools and systems makes it difficult to see what is happening and where things stand.
QuoteWerks centralizes purchase orders, order status, tracking, and receiving into a single system so your team can quickly understand what has been ordered, what is in progress, and what has been completed.
View all purchasing activity in a single interface
Track orders without chasing vendors
Advanced Purchasing
Standardize Vendor Communication with RFQs
When email and spreadsheets stop working
As purchasing volume grows, managing vendor quotes through email becomes difficult to organize and compare.
Tracking responses across multiple vendors leads to delays, missed opportunities, and inconsistent data.
Send structured RFQs to multiple vendors
VendorRFQ allows you to send standardized requests for quote (RFQs) to multiple vendors at once.
Vendors respond in a consistent format, making it easier to review pricing, availability, and lead times.
Compare vendor responses side-by-side
Quickly compare vendor responses in a structured view to identify the best option based on cost, availability, or delivery requirements.
Extend your purchasing workflow without replacing it
VendorRFQ builds on your existing purchasing process. It is an optional add-on designed for teams that need more structured vendor sourcing.
Why QuoteWerks
A More Practical Approach to Purchasing
Built for real-world purchasing workflows
Most businesses manage purchasing across disconnected tools, siloed teams, and inconsistent processes. This leads to missed orders, limited visibility, and unnecessary delays.
QuoteWerks provides a flexible purchasing workflow that works across any vendor, improves visibility across your team, and connects quoting, purchasing, and receiving into one system.
QuoteWerks enhances your purchasing workflow without replacing your ERP or inventory systems.
Replace Disconnected Tools
Eliminate Single-Person Bottlenecks
Work with Any Vendor
Reduce Errors and Rework
Choose Vendors at Purchase Time
Combine Orders to Reduce Costs
See What’s Ordered and What’s Not
Keep Purchasing and Accounting Aligned
Extend Beyond Quote Approval
Licensing
Purchasing Is Available in all QuoteWerks Web editions
Start with core purchasing functionality
Basic purchase order and purchasing workflows are available in all editions.
Add automation and advanced purchasing workflows as you grow
More advanced capabilities such as real-time integrations and automation are available in higher editions like Pinnacle.
For teams managing more complex purchasing scenarios, tools like VendorRFQ can be added to standardize vendor communication, collect structured responses, and compare pricing and availability across multiple vendors.
This allows you to scale your purchasing workflow without changing your core process.
Frequently Asked Questions
Purchasing and Procurement FAQ
No. QuoteWerks is designed to support a complete purchasing workflow without requiring vendor integrations. You can create purchase orders, send them via email or PDF, combine items across multiple quotes, track order status, and manage receiving using a consistent process.
Integrations are optional and are primarily used to automate tasks such as retrieving pricing, placing orders electronically, and receiving real-time shipment updates. This allows businesses to work with any vendor while still benefiting from automation when it is available.
Yes. QuoteWerks allows you to select items from any won or ordered quotes that have not yet been purchased and combine them into a single purchase order.
This helps reduce shipping costs, meet vendor minimum order requirements, and simplify purchasing operations. Instead of managing multiple purchase orders for separate quotes, your team can consolidate purchasing decisions and operate more efficiently.
Yes. QuoteWerks allows you to select vendors at the time of purchase based on current availability, pricing, or fulfillment requirements.
You are not locked into vendor decisions made during quoting. This flexibility allows your team to adapt to real-world purchasing conditions, helping reduce delays, improve margins, and avoid stock issues.
Yes. QuoteWerks provides clear visibility into what has been ordered, what is still pending, and what remains to be fulfilled.
This helps ensure purchasing completeness and reduces the risk of missed orders. Teams can quickly identify gaps and take action without relying on spreadsheets or manual tracking methods.
QuoteWerks supports both manual and electronic purchasing workflows.
Electronic purchase orders, available for supported vendors, can include automated updates such as shipment status, tracking numbers, and serial number information.
Manual purchase orders follow the same workflow but require updates to be entered manually. Both approaches support combining orders, tracking status, syncing with accounting, and managing receiving, ensuring consistency across all vendors.
Yes. QuoteWerks provides a centralized system for tracking order status, shipment progress, tracking numbers, and receiving activity.
You can monitor items that have shipped but not yet been received, manage partial shipments, and track fulfillment across multiple vendors. This reduces the need to follow up with vendors or search through emails for updates.
QuoteWerks includes a structured receiving workflow that allows you to track items as not received, partially received, or fully received.
Receiving can be managed at the individual item level, including capturing serial numbers, asset tags, and storage locations. This ensures accurate fulfillment records and supports operational processes such as deployment, inventory tracking, and customer delivery.
Yes. QuoteWerks provides searchable purchasing data so you can quickly locate purchase orders, items, vendor activity, and order history.
This makes it easier to manage purchasing at scale, respond to internal questions, and access historical data without relying on emails or spreadsheets.
QuoteWerks integrates with QuickBooks Online to align purchasing activity with your financial records.
Purchase orders, receiving data, and associated costs can be synchronized to ensure accurate reporting and financial visibility. This reduces duplicate entry, minimizes reconciliation work, and helps maintain consistency between operational and accounting systems.
Yes. QuoteWerks allows you to import external orders and track them alongside orders created within the system.
This ensures that all purchasing activity is centralized, giving your team a complete view of orders regardless of where they originated.
VendorRFQ is an optional add-on designed for teams that manage more complex purchasing and vendor sourcing workflows.
It allows you to send structured requests for quote (RFQs) to multiple vendors, collect responses in a consistent format, and compare pricing, availability, and lead times side-by-side.
VendorRFQ is best suited for businesses that need to evaluate multiple vendor options before placing orders, but it is not required to use QuoteWerks purchasing functionality.
QuoteWerks provides shared visibility into purchasing activity so that sales, purchasing, operations, and leadership can access up-to-date information in one place.
This reduces reliance on a single person or team to manage purchasing and eliminates the need for constant internal follow-ups to check order status.
QuoteWerks is designed for businesses that sell products and need to manage purchasing, fulfillment, and delivery across multiple vendors.
It works across a wide range of industries and supports both simple and complex workflows. Businesses can start with manual purchasing processes and add automation, integrations, or VendorRFQ as their needs grow.
QuoteWerks is designed to manage the workflow between quoting, purchasing, and receiving. It helps you create purchase orders, track order status, manage receiving, and maintain visibility across your purchasing process without relying on disconnected tools.
For businesses that require full inventory control, warehouse management, or accounting systems, QuoteWerks works alongside those platforms by integrating with solutions such as QuickBooks Online and other business systems.
This allows you to improve your purchasing workflow and operational visibility without replacing your existing ERP or inventory systems.