QuickBooks Online (QBO) doesn't currently offer a formal "Blanket Purchase Order" feature, but you can effectively manage multi-date shipments using the following workflow:
If you are using QBO Plus or Advanced, the key to managing partial shipments is how you initiate the invoice. A single Sales Order can be linked to multiple invoices, but you must use the correct path to unlock that functionality:
- Open the Sales Order ( don't simply use the Action column in the list view).
- Select the Save and New dropdown and choose Convert to invoice.
- On the invoice, edit the quantities to reflect only the current shipment. Do not invoice the full amount yet.
- Update the invoice date to match the delivery date and select Save.
- The Sales Order status will show as "Invoiced," but it will remain open for future shipments until all items are fulfilled.
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Repeat this process from the same Sales Order each time the next lot ships.
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Use the Linked Transactions section or the link icon on line items to track what has been billed and what remains outstanding.
If you're using a lower tier (Essentials or Simple Start), use an Estimate as your master blanket order with Progress invoicing enabled. Then, follow these steps:
- Create an Estimate including all products, total quantities, and the customer's PO number for reference.
- Each time a lot ships, open the Estimate and select Create invoice.
- Adjust the quantities to match the current delivery and send.
- The Estimate will track your running total, showing what has been invoiced and what remains.
The workflow is different but achieves the same outcome. Both paths above give you a reliable way to manage blanket orders and staged invoicing natively in QBO.
Since handling blanket orders and partial fulfilment is a core part of your operations, you might benefit from a third-party inventory or order management app that integrates with QBO.
Let me know if you have any other questions about setting this up.
