Purchase Order catering
Purchase Order catering, without the paper chase
Councils, Local Enterprise Offices, universities and big companies pay for meeting food by Purchase Order. Breakout lets them order online with their PO number, and shows you what's paid, owed and overdue, with invoices and reports done for you.
Why PO orders are hard work
The PO number goes missing
It's in an email thread, a phone note or nowhere, and accounts won't pay an invoice without it.
Payment takes weeks
Public bodies pay on their own schedule, so you need to know what's owed, by whom, and for how long.
Anyone can send an order
A PO order from an unfamiliar email address could be genuine, or a prank you'd only find out about after cooking.
Month end takes days
Matching orders, invoices and payments by hand before the accountant can do the VAT.
How Breakout handles Purchase Orders
- Customers order on your own page and type their PO number. It's required for every PO order.
- They confirm their email address with a one-time code before the order goes through.
- You see the order checked: email confirmed, first order or returning customer, and a flag for personal email addresses like Gmail.
- The invoice PDF carries your business name, VAT number and the customer's PO number.
- Every order shows as paid, awaiting payment or overdue (after 30 days), with the customer and office.
- Mark a PO paid when the money arrives, or email the customer a card payment link in one click.
- Monthly reports show sales, VAT and money owed by office, as PDF or Excel.
Part of Breakout's catering ordering software, with card payments, order alerts and daily prep lists too.
Purchase Order questions
What is a Purchase Order in catering?
A Purchase Order (PO) is a reference number an organisation issues to approve spending. Councils, public bodies, universities and many companies need their PO number on your invoice before they'll pay it, usually by bank transfer some weeks later.
Can a customer place a PO order without a PO number?
No. On Breakout the PO number is required for every PO order, so it's always on the order, the invoice and your reports.
How does Breakout stop fake PO orders?
Before a PO order goes through, the customer confirms their email address with a one-time code and gives a phone number. Your order alert shows whether the email was confirmed, whether it's their first order, and whether they used a personal address like Gmail, so you can call to check before you cook.
How do I know which POs are overdue?
Each unpaid PO order shows as awaiting payment, and turns overdue after 30 days. You can filter the dashboard to awaiting payment and see the total owed in your reports, split by office.
Can a PO customer pay by card instead?
Yes, if you've connected SumUp or Square. One click emails the customer a link to pay that order by card, and the money goes into your own account.
Are the invoices in my name?
Yes. Invoices are in your business name, with your VAT number and the customer's PO number. Breakout never invoices your customers.
See it working with your own menu
A short call, no commitment. Set up in about a day.