Purchase orders, invoices and payments in one place
Write purchase orders to your suppliers, invoice your customers, and get paid by card or bank transfer through your own Stripe account. Bills, estimates, credits, aging and your P&L sit in the same place, and one download gives your accountant what they need.
* Available on the paid Founder plan. See pricing
| Item | Qty | Total |
|---|---|---|
| 12 oz cans, printed | 2,400 | $1,104.00 |
| Can ends, 202 | 2,400 | $186.00 |
| Item | Qty | Total |
|---|---|---|
| Maple Ginger Tonic · case of 24 | 40 | $1,680.00 |
| Sparkling Cider · case of 24 | 20 | $840.00 |
- PO-1042 sentOct 6 · emailed with PDF
- Acknowledged by supplierOct 7
- Received into Portland warehouseOct 21 · 2,400 units
- INV-2087 sent with pay linkOct 23 · Net 30
- Paid by ACHNov 4 · invoice marked paid
How it works
- Create a purchase order, or fill one from a vendor quote, and email it to your supplier from your own mailbox with the PDF attached.
- Receive the goods into an inventory location and add freight, duty and fees as landed costs.
- Invoice your customer and send it with a pay link that takes card or ACH bank payment.
- Payments mark the invoice paid on their own, and your P&L and accountant pack pick it up.
What it does
- Purchase orders as branded PDFs, plus Word, Excel and CSV
- Invoices, bills and estimates in one module
- Pay links for card and ACH through your own Stripe account
- Credit memos and refunds, including refunds through Stripe
- Payment reminders sent from your own mailbox
- Customer statements, aging and bank reconciliation
- QuickBooks Online import and an accountant pack export
Purchase orders your suppliers can work from
Build a purchase order with line items, payment and freight terms, ship method, delivery date, ship-to, tax, shipping and discounts. Drafts save as you type. Paste or attach a vendor quote, email or product list and Vaaha fills the lines for you to check.
Email the PO from your own connected mailbox with the PDF attached, and review the message before it goes. If the supplier is on Vaaha, the PO also lands in their portal, where they can acknowledge it, confirm a ship date, mark it shipped with tracking or flag an issue.
- Statuses from draft and sent through in production, shipped and delivered
- Partial receipts into an inventory location, in cases or units
- Landed costs spread into your unit cost
- Ship straight from the purchase order
Invoices, bills and estimates
Invoice customers with SKUs and products from your catalog, discounts, payment terms that set the due date, bill-to and ship-to, their PO number and a memo. Sales tax is estimated from the ship-to state. Download the invoice or a packing slip as a PDF, or email it from your mailbox with the pay link included.
Track the bills you owe alongside what customers owe you, and read a supplier bill PDF straight into the form. Turn an accepted estimate into an invoice in one click, with the two linked.
Get paid by card or bank transfer
Connect your own Stripe account on Stripe’s pages, and money goes from your customer to you. Every sent invoice with a balance gets a pay link your customer can open at any time to pay the balance by card or ACH bank debit.
When a payment lands, settles or is refunded, the invoice updates on its own. Record checks, wires and partial payments by hand, and send reminders for one invoice or a whole selection from your own mailbox.
- Payment history and payouts in one place
- Credit memos applied to open invoices or refunded
- Customer statements for any date range
Your P&L and your accountant
Invoices feed your P&L as revenue, and received purchase orders set your inventory cost, landed costs included, which becomes cost of goods when the units sell. Check aging for both sides and match a bank statement CSV against invoices and expenses.
Moving from QuickBooks Online? Upload its export or reports, review what Vaaha found, and bring in customers, vendors, products, open invoices, bills and opening balances. At period end, one accountant pack zips your P&L and balance sheet PDFs with invoice, bill and contact files in QuickBooks import order.
Common questions
- How do my customers pay an invoice?
- Each sent invoice has a pay link. Your customer pays the open balance by card or ACH bank debit, and the money goes to your own Stripe account.
- Do I need to connect a mailbox to send purchase orders and invoices?
- Yes. Purchase orders, invoices and reminders go out from your own connected mailbox, so replies come back to you.
- Does Vaaha connect to QuickBooks?
- Vaaha works with QuickBooks Online through files. Import its export to move your records in, and download the accountant pack to take invoices, bills and contacts back out.
- Can I send a refund?
- Yes. Issue a credit memo, then apply it to an open invoice or refund it, either by bank transfer or through Stripe against the original card or bank payment.