Procurement

Procurement in Wellsourced turns client-approved selections into numbered purchase orders to vendors, tracks each order from draft through ordered, shipped and delivered, records where every item ships to, and keeps a dated, authored log of every vendor follow-up on the order.

The boundary most design software drops is the one between approval and ordering. Wellsourced carries it: nothing already known — vendor, quote number, per-unit cost, the warehouse address — is retyped downstream. Ship-to is recorded as intent and stamped as an address at save time, so a receiver that changes address next year does not rewrite last year's purchase orders.

What it does

  • Generate a numbered purchase order to one vendor from approved selections
  • Print or save the order as the studio's own purchase order, ready to send to the vendor
  • Track order status from draft through ordered, shipped and delivered
  • Send an order to the studio's receiver, the job site, a chosen service vendor or a one-off address
  • Snapshot the resolved ship-to address onto the order at save time
  • Record install dates and delivery dates per line item
  • Keep separate records for product vendors and service vendors
  • Break an item into component lines, each with its own vendor, cost and client price
  • Set a default markup per component type, so delivery and installation can carry one
  • Price each item from its trade cost with a markup, margin or fee, round the client price off by hand, and see it against the list price
  • Add custom work priced on a fabricator's estimate, and labor only — moving, hanging, painting — priced on the partner's, with no merchandise line on either
  • Keep a dated, authored log of every vendor follow-up on an order — availability, lead times, ship dates, backorders, shipments, issues — anchored to the lines it concerns, with every tracking edit logged beside it
  • Record a partial shipment against the lines that left the vendor, each with its own carrier and tracking, while the rest of the order stays open
  • Record the carrier's delivery on the log and receive the goods as a separate step, so nothing is received by a delivery scan
  • Note when a service line is waiting on goods, and let the block clear itself when the goods arrive; flag a partner who cannot do the work so the line can be re-sourced
  • Post a moved install or delivery date on the order and have it land on the schedule
  • Hear a moved date as it's posted — a live notice in the app, and an email now or in a daily or weekly digest, by each person's own setting
  • See which open orders nobody has spoken about in a week
  • Read a partner's quote or invoice, a PDF or a photo, into the order log, so the amount, the reference and any scheduled date land on the lines it concerns, the document is filed in the binder beside the item, and a changed cost is recorded from → to

What it doesn't do

  • A partial shipment is whole lines; a split quantity within one line is not recorded
  • No direct EDI or vendor-system integration; orders are generated, not transmitted
  • Addresses are free text, not validated or geocoded
  • Money lives on component lines; the item's per-unit cost fields are a read-only rollup
  • A quote or invoice cannot change the cost of a line already received or paid; that is an adjusting entry under Books
  • A photographed invoice must show the whole page; the reader proposes, the designer confirms

Questions this page answers

  • Does Wellsourced create purchase orders?
  • Can I track whether an order has shipped?
  • How do I handle a receiving warehouse?
  • Can items ship to different addresses on the same project?
  • Does it integrate with vendor ordering systems?
  • Can I see what the vendor said about my order, and when?
  • How do I record a partial shipment?
  • Can my team get an email when a ship date changes?

Part of Procurement

Every feature is included in the seat — nothing here is an add-on.
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