--- title: "Manage and approve purchase order requests" slug: "manage-and-approve-purchase-order-requests" updated: 2026-10-15T00:45:07Z published: 2026-10-15T00:45:07Z canonical: "help.servicetitan.com/manage-and-approve-purchase-order-requests" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt > Use this file to discover all available pages before exploring further. # Manage and approve purchase order requests ## Overview The purchasing approval process manages spending your budget by establishing clear limits through purchasing tiers and specific approval roles for employees. --- ### #### Who uses this feature - Administrators and managers - Applies to all business types #### Feature configuration - Account configuration is required to use this feature. Please contact [Technical Support](http://go.servicetitan.com/ask) for details. ## Create a purchase order approval request Log in with a dispatcher role with automatic approval for POs below $500: 1. Log in to your ServiceTitan account with your username and password. 2. Go to the navigation bar and click **Purchasing** or **Inventory![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-lbasmpw6.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D)**. 3. In the side menu, click **Purchase Orders**. 4. On the *Purchase Orders* screen that opens, click [Create New](/construction/docs/create-purchase-orders-2). 5. After creating the PO and adding items, click **Submit for Approval**.![A cursor clicking Submit for Approval to create a PO approval request.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-n9ub4vhg.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D)The PO approval request has been created and has a *Pending* status.![Image showing that the PO approval request is set to Pending status.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-0zwlbaj1.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D) ## Approve or reject the purchase order approval request Log in with an administrator role: 1. Go to the navigation bar and click **Purchasing** or **Inventory![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-f56gxo34.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D)**. 2. In the side menu, click **Purchase Orders**. 3. On the *Purchase Order* screen that opens, click the **Requests** tab. 4. Open the PO approval request that the dispatcher created. 5. On the *Purchase Order Request* screen that opens, do one of the following: 1. Approve the PO Request. 2. Reject the PO request. To approve the PO request on the PO record screen do one of the following: 1. Click **Approve** to approve the PO request. Or, 2. Click **Arrow![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-utulk4mr.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D)**and select one of the following options: 1. *Approve and send as XLS:* Approve and send the PO to the vendors in XLS format. 2. *Approve and Send as PDF (Rollup view):* Approve and send the PO to the vendor in the PDF version. 3. *Approve and Mark as Sent:* Approve and set the PO status to *Sent* without sending it to the vendors. 4. *Approve and Select Recipients:* Approve the PO and choose specific recipients to send it to.![Image showing the PO request approval options.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-za7m4n1o.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D)After you approve the PO request it goes under the *Pending* tab and the system generates a PO number. You can see who approved the PO request and when. To reject the PO request: 1. On the PO request record screen, click **Reject**.![A cursor rejecting a PO request.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-fackr2qv.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D)The *Reject* pop-up window opens. 2. From the **Reason for Rejecting** dropdown, select the reason you rejected the PO request. 3. In the **Comments** field enter additional details. 4. When finished, click **Reject**.![A cursor confiming rejection of the PO approval on the Reject pop-up screen.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-5p2e0ho7.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D)After you reject the PO request, you can see it under the *Requests* tab marked as *Rejected*.![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-oot27ygm.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D)You can open a rejected PO to see who rejected it, when, and the rejection reason. You can also resubmit the PO. For more, see [Resubmit or cancel a rejected purchase order](/construction/docs/manage-and-approve-purchase-order-requests#resubmit-or-cancel-a-rejected-purchase-order).![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-61w1aqx9.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D) ## Resubmit or cancel a rejected purchase order Log in back to your account with a dispatcher role: 1. Go to the navigation bar and click **Purchasing** or **Inventory ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-71n430d6.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D)**. 2. In the side menu, click **Purchase Orders**. 3. In the **Requests** tab, select the rejected PO request. 4. On the PO request record screen that opens, you can do one of the following: 1. From the **Actions** dropdown, click **Cancel**, then create a new PO.![A cursor canceling a PO request.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-and-approve-purchase-order-requests-image-y229258i.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A59Z&se=2026-10-31T01%3A42%3A59Z&sr=c&sp=r&sig=km02lDO%2Bf4uV2gUUMwVzi%2BNviQl9YUBkukUnqzrbu%2Bc%3D) 2. Click **Edit**, make the necessary changes then click **Submit for Approval**. ## Want to learn more? - See [Configure the purchase approval process](/v1/docs/configure-the-purchase-approval-process)