PO → Receipt Pipeline Template
See every PO handoff in one view
Procurement, finance, and receiving no longer need to chase status updates. This template gives you a shared Start Here card, reusable intake briefs, and a seven-stage pipeline that mirrors a textbook procure-to-pay flow. Drop quotes and ASNs (advanced shipping notices) directly on the card, tag blockers like "Needs approval" or "Hold for QA", and move work to Payment & Archive once the three-way match (PO + receipt + invoice) clears. Slide cards left to right as each owner finishes their piece and you will always know which orders can ship, which are waiting on vendors, and which are ready to pay.
- Centralize PO intake, approvals, and documentation on duplicate-and-move cards
- Share supplier status by attaching ASNs and logging updates in card comments
- Keep QA holds and discrepancy work visible with Hold for QA and Waiting on vendor labels
- Finish three-way match faster with ready-made checklists
Kick off requests in Requisition Intake
Open the Get Started section and duplicate the PO Intake Brief template for every new request. Fill in requestor, cost center, vendor, and needed-by data, then drag the card into the Requisition Intake list. Assign the category owner, add a due date tied to the maintenance window, and drop the supplier quote as an attachment. Flag anything urgent with the Expedite label so the team can spot it instantly.
Route approvals before releasing the PO
In the PO Approval & Release list, keep the finance reviewer on the card and tag Needs approval until signatures land. Use the Supplier Update Log template to capture PO number, shipping method, and next check-in dates, then leave a comment documenting who approved and when. As soon as the approver toggles the checkbox task and removes the Needs approval label, move the card into Supplier Fulfillment and @mention the vendor contact in the card notes.
Keep supplier fulfillment transparent
Inside Supplier Fulfillment, attach ASNs, packing lists, or commercial invoices so Receiving never hunts through inboxes. Tick the RapidPack checklist items for pallet counts, drop stretch-wrap photos as attachments, and paste the carrier booking link in the comment thread. Apply Waiting on vendor when you are chasing documents so the sidebar filters light up every blocked PO, then add a quick comment with the last outreach date so everyone sees the follow-up trail, and switch to 3-way match once everything ships and the tracking link is live.
Run receiving and QA without email chains
When freight hits the dock, drag the card into Receiving & QA, duplicate the Receiving QA Checklist, and record counts, damages, and uploaded BOLs (bill of lading). Anything that needs a variance claim moves into the optional Discrepancy Loop, where you log supplier responses, attach evidence photos, and tag Hold for QA until the credit memo posts. Keep related cards indented under a header (Tab to nest) so split shipments sit in one Instaboard stack instead of scattered threads.
Close the loop with three-way match and payment
The Invoice Match & Close list walks AP through validation: confirm receipts, upload ERP screenshots, and tick through the exception checklist when totals change. Leave the card there, tagged 3-way match, until accruals settle and drop a comment with the journal or batch ID. Once payment batches run, drag the card to Payment & Archive to mark the workflow complete in Instaboard, attach the remittance PDF, log the payment date in the description, and only then file contract documents in your shared drive for audit.
What’s inside
Start-here card
Five-line primer that tells the team to duplicate the PO Intake Brief with one click, tag blockers, and attach quotes before moving right.
Micro-templates
Reusable cards for intake briefs, supplier updates, receiving QA logs, discrepancy notes, and invoice match recaps.
Label system
Prebuilt labels like Waiting on vendor, Needs approval, Expedite, Hold for QA, and 3-way match that you apply on each card so sidebar filters mirror real status.
Seven-stage pipeline
Columns for Requisition Intake through Payment & Archive plus an optional Discrepancy Loop when things go sideways.
Filled demo board
12 sample cards with assignees, due dates, tags, attachments, and QA checklists so you can hit Use Template, overwrite or duplicate them, and show new teammates exactly how cards should look.
Stacked card guidance
Callouts that explain how to indent split shipments under a header so every partial receipt lives in one collapsible Instaboard stack.
Why this works
- Expose every intake-to-payment handoff so teams never guess where a PO sits
- Capture supplier documents, QA notes, and match evidence directly on the card
- Label exceptions early so approvers and receivers can swarm blockers
- Model the ideal procure-to-pay cadence so new coordinators ramp quickly
FAQ
Who should use this template?
Operations leads, procurement specialists, and finance partners who need a lightweight procure-to-pay tracker without spinning up a full ERP workflow.
Can I change the stage names?
Yes—rename any list to mirror your ERP milestones, but keep the overall left-to-right progression from intake through payment so the Start Here guidance stays accurate.
How do I track urgent requests?
Apply the Expedite label, add a due date that reflects the go-live window, and @mention the approver in the card comments so they get notified inside the board.
What if we already track invoices elsewhere?
Use the Invoice Match & Close list to log the three-way match and attach ERP screenshots, then link out to your accounting system once payment is triggered.