Question 1

What is Purchase Order Hub?

Accepted Answer

Purchase Order Hub is a cloud SaaS platform that helps multi-department organisations manage purchase requests, approvals, suppliers, budgets, invoices and payments in one place.

Question 2

How does Purchase Order Hub save time?

Accepted Answer

Requests, approvals, supplier lookups, invoices and payments all live in one workflow. No more chasing approvals over email, rebuilding totals in spreadsheets or reconciling supplier data by hand.

Question 3

Can it replace Excel purchase order tracking?

Accepted Answer

Yes. It replaces spreadsheet-based PO logs with a structured database, approval rules, supplier records, budgets and audit history — while still letting you export to CSV.

Question 4

Can departments only see their own purchase orders?

Accepted Answer

Yes. Row-Level Security and role-based access mean Requesters and HODs see only their department's POs, while Accounts, GM and Admin see the full picture.

Question 5

Can Accounts track invoices and payments?

Accepted Answer

Yes. Accounts can attach invoices to approved POs, record VAT and totals, register payments with method and reference, and track outstanding balances per supplier.

Question 6

Can it work for hotels and healthcare?

Accepted Answer

Yes. The system is industry-agnostic and is already designed around multi-department setups like hotels (F&B, rooms, maintenance, admin) and healthcare (wards, pharmacy, facilities).

Question 7

Who is Purchase Order Hub for?

Accepted Answer

Finance, procurement and operations teams in growing organisations that need structured PO approvals and supplier control across multiple departments and cost centres.

Question 8

How do purchase approvals work?

Accepted Answer

Requesters submit POs, Heads of Department approve within their scope, and Accounts process approved POs into invoices and payments. Approval limits and roles are configurable per organisation.

Question 9

How does supplier management work?

Accepted Answer

Maintain a central supplier database with contacts, tax IDs, payment terms and notes. Track spend per supplier and link suppliers to POs, invoices and payments.

Question 10

Can we import suppliers?

Accepted Answer

Yes. You can bulk-import suppliers from CSV during onboarding or at any time from the Suppliers screen.

Question 11

Can we export CSV/PDF?

Accepted Answer

Yes. Purchase orders, suppliers, invoices and payments export to CSV. Each PO can be rendered as a PDF for emailing or printing.

Question 12

How do budgets work?

Accepted Answer

Define monthly or annual budgets per department, group or cost type. Track committed and actual spend against budget in real time.

Question 13

How are invoices handled?

Accepted Answer

Upload supplier invoices, link them to approved POs, capture VAT and totals, and track invoice status from received to paid.

Question 14

How are payments processed?

Accepted Answer

Record payments against invoices with payment method, reference and date. Payments roll up into supplier spend and budget reports. Online payment via Stripe is coming soon.

Question 15

What user roles are available?

Accepted Answer

Owner, Admin, Accounts, Head of Department (HOD) and Requester. Each role sees only what they need; Row-Level Security enforces access in the database.

Question 16

Is MFA supported?

Accepted Answer

Yes. Time-based One-Time Password (TOTP) multi-factor authentication is available for all users and can be enforced organisation-wide.

Question 17

How is data secured?

Accepted Answer

All data is protected by Postgres Row-Level Security, encrypted in transit, and optional TOTP multi-factor authentication is available for all users.

Question 18

Can it support multiple locations in future?

Accepted Answer

Yes. The data model supports multiple sites under one organisation, so multi-property hotel groups, clinics and chains can roll up reporting centrally.

Question 19

Is there a free trial?

Accepted Answer

Yes. New organisations get a free 14-day trial of premium features. No credit card is required. Trial activation currently goes through our sales team — contact sales@purchaseorderhub.com.

Question 20

How does the 14-day trial work?

Accepted Answer

Request a trial via the contact form. Our team will activate your workspace, help with onboarding, and answer any questions. No payment is required during the trial.

Question 21

What happens after the free trial?

Accepted Answer

Your workspace remains available and you can choose a paid plan that fits your team size. We will never charge you without your confirmation — billing today is handled manually by our sales team.

Question 22

Can we start with a small plan and upgrade later?

Accepted Answer

Yes. You can start on Starter or Small Business and upgrade to Team, Business, Professional or Enterprise as your organisation grows.

Question 23

Which plan is best for a small business?

Accepted Answer

Small Business (up to 3 users) covers the core PO workflow, suppliers, budgets, invoices and payments. Team (up to 10 users) adds MFA, supplier/budget import and stronger notifications.

Question 24

Can pricing be adjusted for multi-site organisations?

Accepted Answer

Yes. Enterprise pricing is custom and covers multi-site setups, central reporting, custom onboarding and dedicated support. Contact sales@purchaseorderhub.com.

Question 25

When will online card payments be available?

Accepted Answer

Self-serve checkout is on the roadmap. Until then, sales and billing are handled directly by our team to keep onboarding personal.

Question 26

Where is our data stored?

Accepted Answer

Data is stored on a managed cloud platform with managed Postgres, encrypted in transit. Each organisation's data is isolated through row-level security.

Question 27

Who owns the uploaded data?

Accepted Answer

You do. You can export your purchase orders, suppliers, invoices and payments to CSV at any time. On account deletion, your data is removed within a reasonable retention window.

Question 28

Can multiple hotels or sites be managed?

Accepted Answer

Yes — the data model supports multi-site organisations. Enterprise plans add central reporting and consolidated visibility across locations.

Question 29

Can user permissions be customised?

Accepted Answer

Yes. Role-based permissions cover Owner, Admin, GM, Accounts, HOD and Requester. Business and higher plans add stronger department-level controls.

Question 30

How are approvals tracked?

Accepted Answer

Every approval action is logged with timestamp, approver identity and outcome to provide a clear audit history per purchase order.

Question 31

Can we export our data?

Accepted Answer

Yes. POs, suppliers, invoices and payments can be exported to CSV. Individual POs can be rendered to PDF.

Question 32

Can Purchase Order Hub replace Excel-based purchasing?

Accepted Answer

Yes. It replaces spreadsheet PO logs with a structured database, approval rules, supplier records, budgets, audit history and CSV/PDF exports.

Question 33

How can we request a demo?

Accepted Answer

Use the contact form or email sales@purchaseorderhub.com. We will arrange a walkthrough tailored to your organisation.

Question 34

Where is Purchase Order Hub hosted?

Accepted Answer

The Service runs on a managed cloud stack with managed Postgres, edge functions and global CDN. No on-premise installation is required.

Question 35

How do I get support?

Accepted Answer

Email support@purchaseorderhub.com. Paid plans include priority email support; Professional and Enterprise plans add priority and dedicated support.

Frequently Asked Questions