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Top 5 Purchase Order Systems for Retailers

Top 5 Purchase Order Systems


Efficient inventory management is key to success. One crucial tool that aids retailers in managing their inventory effectively is a Purchase Order (PO) system. In this blog post, we will explore what a purchase order system is, discuss the essential features it should have for small businesses, differentiate between purchase requests and purchase orders, and introduce the top 5 inventory and purchase order software solutions for retailers, including a free alternative.

What is a Purchase Order System?

A Purchase Order (PO) system is a vital component of inventory management for retailers. It is a document or software that allows businesses to request, track, and manage inventory orders from suppliers. A good PO system streamlines the procurement process, reduces errors, and enhances communication between retailers and their suppliers.

Essential Features of a Purchase Order System for Small Businesses

When selecting a purchase order system for your small retail business, it’s important to consider the following essential features:

  1. User-Friendly Interface: The software should be easy to navigate and use, even for those without extensive accounting or inventory management experience.
  2. Supplier Management: The ability to store supplier information, track supplier performance, and maintain contact details is crucial.
  3. Inventory Management: The software should allow you to manage your inventory levels, track stock movements, and set reorder points.
  4. Integration Capabilities: It should seamlessly integrate with your accounting software, enabling automatic updates to your financial records.
  5. Purchase Request and Approval Workflow: An effective PO system should include a workflow for requesting and approving purchases before they become official orders.
  6. Customization: The ability to customize purchase orders with your company’s branding and information is essential.

Purchase Request vs. Purchase Order System

purchase request vs purchase order

It’s important to distinguish between purchase requests and purchase orders:

  • Purchase Request: A purchase request is an internal document used by employees to request items or supplies needed for their work. It initiates the procurement process but doesn’t serve as a binding agreement with suppliers.
  • Purchase Order: A purchase order is a formal document issued by the purchasing department to suppliers. It specifies the quantity, price, and terms of the purchase and serves as a legally binding contract.
simple bookkeeping app

Top 5 Inventory and Purchase Order Software

The list of purchase order systems is ranked based on simplicity and price

  1. Vencru: Vencru offers an all-in-one solution for small retailers, including inventory management and purchase orders. It allows you to create and send purchase orders to suppliers, track deliveries, and manage your inventory efficiently. In-built with accounting software ensures seamless financial record-keeping. Price starts at $6 per month.
  2. QuickBooks: QuickBooks is a popular accounting software that includes inventory and purchase order management features. It provides a user-friendly interface and robust inventory tracking capabilities. Price starts at $30 per month
  3. Zoho: Zoho Inventory is a comprehensive solution that caters to businesses of all sizes. It offers purchase order creation, supplier management, and real-time inventory tracking. Integration with other Zoho apps adds versatility to your operations.
  4. Xero: Xero is another renowned accounting software that integrates with various inventory and purchase order apps. It allows you to create and send purchase orders, track inventory levels, and manage supplier information.

Free Alternative: Purchase Order Generator

If you’re just starting your retail business or have minimal inventory needs, you can consider using a free purchase order generator tool. These online tools enable you to create basic purchase orders without the need for dedicated software.


Investing in the right purchase order system is crucial for retailers looking to streamline their procurement process and efficiently manage their inventory. Each of the top 5 inventory and purchase order software solutions mentioned offers unique features and benefits. Choose the one that aligns with your business’s needs and budget to ensure smoother operations and improved profitability.

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