How to automate purchase order creation with expense auto-entry

Knowify’s AI-powered expense auto-entry can create purchase orders for you in seconds. Just snap a picture or upload a copy of your receipt and Knowify will automatically pull in all the expense details, turning your receipts into real job cost data in seconds.

Here's how it works:

Step 1: Create a new purchase

1. Go to Purchases > Add New Purchase

2. Select the appropriate Vendor.

Step 2: Upload the receipt

1. In the auto-fill for you box, click choose file to browse and upload the receipt file from your device. 

2. Wait a few seconds while Knowify reads the document

Step 3: Review the generated line items

After processing, Knowify will:

• Create line items based on the receipt

• Populate item descriptions

• Enter quantities and unit costs

• Calculate totals automatically

If a close match is found in your materials catalog, the system may automatically link the line item. Carefully review all line items and make adjustments if needed. You can always edit descriptions, adjust quantities, change unit costs, and modify item selections if you need to. 

Step 4: Assign job and phase

1. Select the appropriate Job.

2. Assign a Phase to one line item.

3. Click Set in all purchase items (if applicable) to apply the same phase to all lines. You can also assign different phases per line if needed.

Step 5: Complete additional details

Fill in any remaining purchase information, such as:

• Purchase date

• PO number (if applicable)

• Delivery details

• Notes

Step 6: Submit the purchase

1. Confirm all information is correct.

2. Click Submit.

The receipt document will automatically be attached to the purchase record.

The purchase will update job costing and sync with QuickBooks (if sync is enabled).