Everhour keeps billable work organized, while a clear purchase order gives buyers and suppliers a shared approval record.
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A purchase order is the buyer's document. It confirms that you approved a purchase before the supplier ships goods, starts work, or sends an invoice. The finished document should give the supplier enough detail to fulfill the order and give your finance team enough detail to match the later invoice against the original approval.
Use it when an email approval is too thin for purchasing, bookkeeping, or vendor control. A clear PO reduces back-and-forth because the supplier can see the buyer, supplier, PO number, issue date, requested items or services, quantities, rates, delivery details, payment terms, and authorized contact in one place.
A usable PO starts with buyer and supplier names, addresses, and contact details. Add a unique PO number, issue date, delivery address, requested delivery date, and payment terms. Line items should show the item or service description, quantity, unit price, and line total, with a subtotal and any applicable sales-tax treatment shown separately.
Sales tax in the United States is state and local, not a national VAT or GST system. Rates and taxability depend on the state, local jurisdiction, product or service, nexus, and place of sale. For example, Washington has a 6.5% state portion plus a local portion that varies by city or county, based on where the customer receives the goods or services.
A PO approves a purchase before billing. An invoice requests payment after the seller has supplied goods or services. A receipt proves payment was received. A quote or estimate gives a pre-work price offer. Mixing those documents causes avoidable matching problems because each one answers a different accounting question.
The clean sequence is simple: buyer issues the PO, supplier fulfills the order, supplier sends an invoice that references the PO, and the buyer matches the invoice against the approved terms. If the invoice shows a different quantity, rate, tax line, or delivery charge, the PO gives the finance team a concrete record to resolve the difference.
A one-off document is enough for a simple purchase when you need a clean PDF, a PO number, vendor details, item lines, and payment terms. It works for occasional orders, small purchases, and vendor approvals that do not need a long-term system of record.
A managed workflow becomes necessary when purchases connect to client work, billable time, budgets, and later invoicing. Everhour can separate billable and non-billable time by project billing status, task-level settings, custom task rates, and member-rate exceptions, so approved work and excluded work stay clear before billing reports or invoices are prepared.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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No. A PO is issued by the buyer before the purchase is fulfilled, and an invoice is issued by the seller to request payment. The PO approves the order, while the invoice asks the buyer to pay for goods or services already supplied.
A practical PO should include buyer and supplier details, a unique PO number, issue date, delivery details, item or service descriptions, quantities, unit prices, line totals, subtotal, applicable tax treatment, payment terms, and an authorized contact. Add contract references when the purchase depends on a signed agreement.
No. The United States does not use a national VAT or GST invoice regime, so a United States PO does not need a VAT or GST registration number. Sellers that make taxable sales may need state-level sales-tax registration, such as a seller's permit where required.
A PO should show tax treatment when the buyer and supplier need the expected amount for approval, matching, or budget control. Sales-tax obligations depend on state and local rules, nexus, product or service taxability, and where the sale is sourced. A flat national rate does not exist in the United States.
A supplier can send an invoice without a PO number if the buyer's process or contract allows it. Many businesses reject or delay invoices that lack a required PO reference because the finance team cannot match the charge to an approved purchase. Confirm the buyer's purchasing rule before billing.
Everhour lets admins set project billing status, mark specific tasks as non-billable, apply custom task rates, and use member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, so finance teams can review what belongs on a client invoice.
Everhour Billing & Invoicing can turn uninvoiced billable time and expenses into invoices, using project or member rates while excluding non-billable work. After time is included, Everhour marks it invoiced so the same work does not appear again in a later invoice.
Use Everhour to separate billable and non-billable work by project, task, or member rate before invoices are prepared, so approved time reaches billing with fewer corrections.
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