Procurement and payments: from purchase order to payment, with every supplier’s debt in view
Remotjob runs the whole buying cycle: suppliers, purchase orders with approval and receiving, supplier invoices, payments applied to the oldest invoices and a running account per supplier with its debt aging. It is the buying mirror of your sales, in the same place.
Orders in an email, invoices in a folder and the debt in someone’s head
Buying tends to be scattered across emails with the order, a PDF of the invoice, a payment spreadsheet and the memory of whoever knows how much each supplier is owed. Procurement and payments joins that chain: the order is created, approved, received, invoiced and paid, and each supplier’s debt updates by itself.
From purchase order to payment, in six steps
Each step leaves its own record and numbering, so nobody has to reconstruct what happened.
1
Keep your suppliers in order
Each supplier stores its tax ID, contact, currency, payment term, credit limit, default expense category, bank details and the alias under which it appears on the bank statement.
2
Create and approve the purchase order
The order carries lines with an optional product, quantity, price, tax and expense category, and moves from request to approved, sent, partially or fully received and closed. It has its own numbering per organization and a PDF. If you enable an approval policy, an order above a given amount cannot be approved without going through the right people.
3
Record the receipt
You receive by line and the order status moves on its own: partially received or fully received.
4
Enter or generate the supplier invoice
You can generate the supplier invoice from the order or enter it by hand, under the United States or Chile document regime. The due date defaults to the date plus the supplier’s payment term, and credit notes reduce the debt.
5
Pay and let the platform apply it
You record the payment with its method, account and reference, and apply it by hand or let it go automatically to the oldest invoices first. What is not applied stays as an advance. The paid amount of each invoice is calculated by the system; nobody types it in.
6
See what you owe each supplier
The running account shows each supplier’s balance with its debt aging (current, 1-30, 31-60, 61-90 and over 90 days) and a statement with running balance you can download as CSV or PDF.
What it includes
Purchase orders with approval
From request to close, with receiving by line, own numbering and PDF. With the approval policy from Automations, an order above a given amount needs approval before moving on; it can have one level or several.
Supplier invoices
Generated from the order or entered, under two document regimes (United States and Chile). Credit notes reduce the debt and an invoice subject to a policy stays in draft until approved.
Payments with allocation
Manual or automatic allocation to the oldest invoices first. A payment cannot allocate more than its amount or more than the invoice balance, and voiding a payment recalculates its invoices.
Running account per supplier
Balance and debt aging per supplier, and a statement with running balance downloadable as CSV or PDF.
Spend control by category
Documented spend by category, contrasted with actual spend from the connected bank: the difference is spend with no supporting document.
Bank reconciliation
If your organization has a connected bank, outgoing transactions with no payment attached appear with a suggested supplier, and one click turns them into a payment and applies it. When you register it, the supplier learns its bank alias.
Your Remotjob invoices, as purchases
The invoices Remotjob issues to you show up in your purchasing module as what they are for you: a purchase from your supplier. With period, totals, detail and PDF download, read-only.
Business network
If your supplier also uses Remotjob, you see the catalog it shares with you at your price and create the order as a draft; the approved order can be sent through the network and arrives at the supplier as an order, and its invoice comes back as a draft.
Process map included
The module ships with its map: what your team does, what the system does and what a person decides at each step.
Buying and paying with control, no surprises
This is where the organization’s money is committed. Every step has its record, its permission and its rules, and what is paid is never typed in by hand.
Permissions by role: whoever views, whoever manages and whoever approves are different roles; the group role can only view.
Each organization sees only its own suppliers, orders, invoices and payments.
The paid amount of an invoice is calculated by the system from valid payments: a direct edit is ignored.
An allocation cannot exceed the payment amount or the invoice balance, and payment and invoice must belong to the same supplier.
A bank transaction backs at most one valid payment, so the same outflow is never counted twice.
What it is and what it is not
It is the buying and supplier-payment cycle. It is not an accounting ERP: accounting lives in its own module.
It records the payments you make; it does not move money or pay for you.
Supplier invoices are entered by hand or generated from the order: there is no automatic reading of received tax documents yet.
Each document keeps its own currency and dashboard totals are added without converting: that is correct if you operate in a single currency.
Bank reconciliation requires your organization to have a connected bank.
Frequently asked questions
What does Procurement and payments cover?
Suppliers, purchase orders with approval and receiving, supplier invoices, payments with allocation, a running account with debt aging, spend control and reconciliation with the connected bank. It is the buying side of the platform, just as Sales and collections is the selling side.
How is a payment applied to invoices?
You can apply it by hand or let it apply automatically, starting with the invoices due soonest. Whatever is left stays as an advance. The paid amount of each invoice is calculated by the system.
Can I require approval for certain purchases?
Yes. With a policy in Automations, purchase orders and supplier invoices above a given amount need approval before moving on; the policy can have one or several levels, also staged by amount.
What happens with the invoices Remotjob issues to me?
You see them in the Remotjob invoices tab of the same module, as purchases from your supplier: with period, totals, line detail and PDF download.
Does it connect to the bank?
If your organization has a connected bank, outgoing transactions with no payment attached are suggested with their supplier and turned into a payment with one click. Without a connected bank, you record payments by hand.
Stop treating what you owe each supplier as a mystery
Tell us how you buy and pay today: we will walk you through a purchase order from creation to payment in Remotjob.
