Retail
Keep purchase orders, receiving, and vendors on track
Imagine keeps retail purchasing on track by following every purchase order from sent to received, chasing vendors when shipments slip, and matching supplier invoices back to what was ordered and delivered. It keeps vendor terms, contacts, and order history in one place and drafts the follow-ups for your approval. Buying stays organized even when orders span dozens of suppliers.
The manual reality today
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01
Open orders live in scattered emails
What was ordered, what shipped, and what is still outstanding is spread across inboxes and vendor portals. Knowing the real status means digging through threads.
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02
Late shipments surface as empty shelves
A delayed delivery often becomes obvious only when stock runs out. By then the vendor follow-up is overdue and the gap is already costing sales.
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03
Invoices rarely match the order cleanly
Quantities, prices, and backorders drift between PO, packing slip, and invoice. Catching the differences is manual, so overcharges and short shipments slip through.
How Imagine handles it
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01
Track every PO in one place
Purchase orders, vendor confirmations, and shipment updates are pulled together so each order has a clear, current status.
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02
Chase shipments before stock runs out
Expected dates are monitored against open orders, and vendor follow-ups for missing confirmations or late deliveries are drafted with the order detail attached.
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03
Match invoices to orders and receiving
Supplier invoices are checked against the PO and what was received, flagging price changes, short shipments, and backorders for review.
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04
Keep vendor terms and history together
Contacts, payment terms, lead times, and past orders are kept per vendor, so the next order and the next negotiation start from a full picture.
Works with the tools you already run
- Clover
- Lightspeed Retail
- Shopify
- QuickBooks Online
- Gmail
- ShipStation
What changes
No orders fall through the cracks
Every PO has a live status, so outstanding and late orders get attention before they turn into empty shelves.
Vendors followed up on time
Check-ins and ETA requests go out with the order number, items, and dates included, cutting the back-and-forth and the surprises.
Fewer billing errors paid by mistake
Invoices are matched to orders and receiving, so price changes, short shipments, and backorders are caught before they are paid.
Frequently asked questions
Can Imagine create purchase orders?
Yes. It can draft purchase orders from reorder needs, vendor catalogs, and your usual pack sizes and terms, then hold them for approval before sending. It also tracks POs created elsewhere so everything stays in one view.
How does it track shipments and ETAs?
Vendor confirmations, shipping notices, and expected dates are connected back to the matching purchase order. When a date slips or a confirmation is missing, a follow-up is drafted with the order detail attached.
What happens when an invoice does not match the order?
Imagine compares the invoice against the PO and what was received, then flags price differences, short shipments, and backorders with the supporting detail. You review the exception and decide how to resolve it before payment.
Does this work with my accounting system?
Yes. Imagine works alongside QuickBooks Online and your POS, using them as the source of truth for bills, payments, and received stock. It adds the tracking and matching those tools leave to the buyer.