Open POs
Active purchase orders with amount, linked invoices, remaining balance, and the PO document attached.
Agency finance · Purchase orders
Match every client PO to the invoices billed against it
When a client issues a purchase order, every invoice you raise has to stay within that approved amount — or the invoice stalls in their AP queue. Without one record linking each PO to its invoices, it's easy to over-bill, double-bill, or lose track of how much of the PO is left. Cash Workspace gives you one place to record each PO, attach the document, and link the invoices billed against it so the remaining balance is always clear.
The problem
Why PO billing goes wrong
POs and invoices usually live in different tools and inboxes, so the link between approved amount and billed amount isn't recorded anywhere reliable.
- An invoice exceeds the PO and the client's AP team rejects it.
- You can't tell how much of a PO is still available to bill.
- The PO number is missing from an invoice, so the client can't match it.
- Two invoices accidentally bill the same PO line.
- The PO document itself is buried in email when finance asks for it.
The workflow
Record POs and link the invoices
Give each PO one record, attach its document, and link every invoice so billing never drifts past the approved amount.
- 1
Record the PO
Capture the PO number, client, total amount, dates, and scope when it arrives, and attach the PO document.
- 2
Link each invoice
As you bill, record each invoice with its PO number so the PO and its invoices are connected.
- 3
Watch the balance
Review the PO record to see invoiced-to-date against the PO amount, so you know what's left to bill.
- 4
Confirm before sending
Before raising a new invoice, check the remaining balance so you don't exceed the PO.
- 5
Close the PO
When fully billed, mark the PO closed and keep the record filed for reference.
Record structure
What to record for each purchase order
A consistent record per PO keeps approved amounts and billed amounts side by side for review.
- PO number
- The client's purchase-order reference, used on every linked invoice.
- Client
- Who issued the PO, kept as a consistent client record.
- PO amount
- The total approved amount and currency the PO authorizes.
- Linked invoices
- Each invoice raised against the PO, with its number and amount.
- Invoiced to date
- The total you've billed so far, recorded for comparison to the PO amount.
- Remaining balance
- What's left to bill, noted as invoices are added.
- Status
- Open, partially billed, or closed.
- PO document
- The PO itself attached to the record so it's always at hand.
Example setup
An example PO record setup
One way to structure purchase-order records inside your workspace.
By client
POs grouped under each client so you can see all approved work for that account.
Closed POs
Fully billed POs kept with their final linked invoices for reference and handoff.
Common mistakes
Mistakes to avoid
- Billing without checking the remaining balance and exceeding the PO.
- Leaving the PO number off an invoice, so the client can't match it.
- Keeping the PO document in email instead of attached to its record.
- Linking nothing, so you can't see invoiced-to-date against the approved amount.
- Forgetting to close a PO, so it looks open long after it's fully billed.
How it helps
How Cash Workspace helps
One record per PO
Record each purchase order with its number, amount, dates, and the PO document attached.
Invoices linked to the PO
Record each invoice with its PO number so approved and billed amounts sit side by side for review.
Clear status
Mark each PO open, partially billed, or closed so you always know what's left to invoice.
Related
Related agency finance workflows
Vendor invoice organizer
Keep incoming vendor bills filed and matched.
Fixed-fee project records
Track billing against a fixed project fee.
Unpaid invoice tracker
Organize unpaid invoices so follow-up is simple.
Client contract and finance folder
Keep the contract, PO, and finance records together.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Purchase order records FAQ
- How do I see how much of a PO is left to bill?
- Record each invoice against the PO with its amount. Reviewing the PO record shows invoiced-to-date next to the PO amount, so you can read the remaining balance yourself — the workspace keeps the records linked.
- Can Cash Workspace stop me from over-billing a PO?
- It doesn't block anything automatically. It keeps the PO amount and linked invoices side by side so you can check the remaining balance before raising the next invoice.
- Where do I keep the PO document?
- Attach the PO itself to its record, so the approved amount, the linked invoices, and the original document all live in one place when finance asks.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Keep billing inside every approved PO
Start a free workspace and record each PO with its amount and linked invoices so the remaining balance is clear before you bill again.