Approval by job and amount
Set who approves what on each job, with dollar limits for each level. Requests climb the chain automatically until someone with enough authority signs off.
Voice Purchase Orders
Purchase orders by phone.
Approved before they reach the counter.
Your crew rings one number and reads out what they're buying. VPO sends it up your approval chain by email, and texts the PO number back when it's signed off. No app, no login, no paperwork.
Built in Auckland by Adroit Limited. Purchase orders are stored in New Zealand.
Call in progress · 1:12
Hi Mike, it's purchase orders. Read me the items one at a time.
Five bags of MultiCrete.
Five bags of MultiCrete, got it. Next?
That's it. About $85 at Bunnings, Westfield job.
That's one item, about $85 at Bunnings, on the Westfield job. Shall I send it for approval?
Text message · 6 min later
PO GR-1042 approved: $85 at Bunnings, job Westfield. Quote it on your docket.
24/7 Answers every call, day or night
1 call No app to install, nothing to log in to
Minutes From the counter to an approved PO
Every PO On record, with who approved it and when
How it works
Four steps, and the person doing the buying only takes part in the first one.
-
1
Ring and read it out
From the site or the supplier's counter, staff call the VPO number. It knows them by their mobile, takes the items one line at a time, then the cost, supplier and job.
-
2
Check, then send
VPO reads back the total, supplier and job, and only sends it when the caller says yes. Nothing goes out on a misheard word.
-
3
Approvers say yes from their inbox
The request goes to the right person for that job and that amount: a site supervisor for small buys, a project manager or director for bigger ones. One tap to approve or decline.
-
4
PO number by text
Once it's fully approved, the requester gets the PO number by text and a PDF by email, and your accounts team gets a copy to match against the invoice.
Your rules, every time
VPO follows the approval policy you already have, so it gets applied the same way on every purchase, including the ones made at 6am on a Saturday.
Nobody approves their own
Every request needs someone else's yes, even when the caller is a manager. A decline at any level stops it, and the reason goes back to the requester.
A record of every purchase
Each PO keeps who asked, what for, which job, who approved it and when. Your accounts team matches invoices against real PO numbers instead of chasing receipts.
Already bought it? Still covered
Urgent buys made before approval can be logged after the fact, flagged as retrospective, so they still get approved and recorded.
Made for noisy sites
Items are taken one at a time, so a bad line or a loud site doesn't lose half the list. Each one is repeated back as it's given.
Set up for you
Send us your staff list, your jobs and who approves them. We set it up, test it with you, and you're taking orders by phone within days.
Built for teams who buy on the go
VPO was built with a New Zealand rail contractor whose crews buy materials across the motu every day. It suits any business where the people spending money are rarely at a desk:
- Construction and civil contractors
- Rail, roading and infrastructure crews
- Electrical, plumbing and building trades
- Facilities and property maintenance
"The crew shouldn't have to stop work to fill in a form, and I shouldn't have to sign off a receipt after the money's spent."
The problem VPO was built to solve
Who's behind VPO
VPO is built and run by Adroit Limited, a New Zealand company that has traded continuously since 1999. Adroit also runs IDI, its document imaging and records business.
That means you're dealing with an established, accountable New Zealand business that has handled sensitive records for legal and government clients for over 25 years.
- Company
- Adroit Limited
- NZBN
- 9429037404840
- Trading since
- 1999
- Based in
- Auckland, New Zealand
Founding customers
We're taking on a small number of New Zealand businesses as founding customers. You get a hand-built setup and pricing we'll fix with you, in return for your feedback as VPO grows.
Free for 30 days
Founding-customer plan
- Your own VPO phone line, answering 24/7
- Your staff, jobs and approval levels set up for you
- Email approvals, PO numbers by text, PDFs by email
- Founding-customer pricing, agreed with you before the trial ends
- No lock-in: stop at any time
What we'll need from you
- A list of staff who'll call, with their mobile numbers and emails
- Your current jobs, and who approves purchases on each
- The dollar limit for each approval level
A spreadsheet is fine. We'll take it from there.
Questions
Do my staff need to install anything?
No. They ring a phone number. VPO recognises them by the mobile number they call from, so there's nothing to log in to.
Who answers the phone?
A voice assistant that only does purchase orders. It takes the items, cost, supplier and job, reads the total back, and sends the request for approval. It never approves anything itself, and never makes up a PO number.
How do approvers approve?
They get an email with the details and a link. One tap shows the request, a second approves or declines it. No login, no app.
What if an approver is away?
Each level can have more than one approver. They're all emailed, and whoever decides first counts.
Can someone approve their own purchase?
No. Every request needs at least one other person's approval.
Where is our data kept?
Your purchase orders and staff list are stored in Microsoft Azure in New Zealand. The voice, phone and text services we use run partly overseas. Our privacy policy lists each one.
Does it work with our accounting system?
Today, every issued PO is emailed to your accounts team with a PDF to match against the invoice. Tell us which system you use, because integrations are on our list.
Try VPO free for 30 days
Tell us a little about your business and we'll be in touch within one working day to set up your trial.
Email hello@vpo.co.nzOr write to us at hello@vpo.co.nz.