Everhour turns billable work into invoices, while a Mexico purchase order organizes approval details before CFDI billing begins.
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A Mexico purchase order records the buyer's intent to purchase goods or services before the supplier issues a tax invoice. It should identify the buyer, supplier, delivery details, payment terms, item descriptions, quantities, unit prices, currency, and approval status. For Mexican transactions, the PO should also collect tax and invoicing data early so the later CFDI does not stall.
The PO does not replace the electronic CFDI invoice. In Mexico, a tax invoice is a Comprobante Fiscal Digital por Internet, and SAT states that CFDI version 4.0 has been the only valid version since April 1, 2023. Treat the purchase order as the internal purchasing and approval document that supports the supplier's later certified invoice.
A supplier cannot issue a correct CFDI without the buyer's fiscal data. For CFDI 4.0, SAT identifies the minimum recipient data as RFC, recipient name, recipient tax regime, fiscal domicile postal code, and the fiscal use to be given to the invoice. A Mexico PO template should include fields for that data when the supplier will invoice the buyer.
The supplier side also matters. CFF article 29-A and SAT CFDI 4.0 guidance require issuer identification, including RFC, name or business name, tax regime, and the place and date of issuance. A PO can request supplier RFC and legal name before approval, then the accounts payable team can match the issued CFDI against the purchase record.
Line items should be specific enough to match the future CFDI. A Mexican CFDI must identify invoiced goods or services through quantity, unit of measure, description, unit value, amount, and whether the concept is subject to tax. Use the same practical structure on the PO so receiving, approval, and invoice matching stay aligned.
Mexico's indirect tax shown on invoices is IVA. CFF article 29-A requires transferred taxes to be shown separately by rate where applicable, along with any withheld taxes. The general IVA rate under Mexico's VAT law is 16%, while some transactions are zero-rated, exempt, or subject to special treatment. A PO should flag the expected tax treatment without pretending to certify the final CFDI.
A one-off purchase order template is enough for occasional buying, basic approval, or a small supplier request. It gives you a clear document to send, archive, and compare against the supplier's CFDI. It works best when the purchase is simple, the tax treatment is already known, and the team does not need ongoing project billing history.
A managed workflow becomes better when purchased services come from tracked time, expenses, and project rates. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates while excluding non-billable tasks, and supports client settings such as taxes, discounts, and payment terms. That turns the purchase record into part of a billing trail instead of a detached file.
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No. A purchase order records an approved purchase request or buyer commitment, while the CFDI is the certified Mexican tax invoice. The CFDI carries SAT certification data, including the folio fiscal and digital seals used for verification. Keep both documents when the business process requires a PO before supplier invoicing.
Collect the buyer RFC, legal or fiscal name, tax regime, fiscal domicile postal code, and CFDI use when the supplier will issue a CFDI 4.0. Add the supplier RFC, business name, tax regime, and contact details for matching. These fields reduce correction requests after the supplier prepares the electronic invoice.
Yes, when the buyer and supplier expect IVA to apply, the PO should show the expected IVA treatment for approval and budgeting. Mexico's general IVA rate is 16%, but some transactions are zero-rated, exempt, or subject to special treatment. The final CFDI must show transferred taxes separately by rate where applicable.
Yes, a purchase order can state a foreign currency when the commercial agreement uses one. The later CFDI uses SAT's Anexo 20 structure and catalogs, including the Moneda field. If the invoice is issued in a currency other than Mexican pesos, the exchange-rate field is part of the CFDI data model.
State whether the supplier expects full payment at issuance or deferred payment. For income invoices, SAT requires payment method and payment form codes. PUE applies when paid in full at issuance with the applicable payment-form catalog code, while PPD with form 99 applies when payment is deferred or paid in installments.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates, and excludes non-billable work. Teams can group invoice line items by project, task, person, date, or other breakdowns so the billing detail matches the client or purchase record.
Everhour exports invoices to QuickBooks Online, Xero, or FreshBooks as drafts, then shows invoice status, number, issue date, and amount back in Everhour. That keeps project billing reports connected to the accounting workflow after the invoice leaves Everhour.
Track approved time and expenses before invoicing starts. Everhour connects billable work, rates, taxes, discounts, payment terms, and accounting exports into a clearer billing workflow.
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