Linking Imported Bills to Existing Purchase Orders

This walkthrough covers how to connect synced accounting bills directly to existing purchase orders in Buildxact. Use this workflow whenever an invoice corresponds to an order already created in the system to prevent duplicate line items, protect your job budgets from inflation, and ensure project actuals remain accurate.

Navigate to the Imported Bills tab and assign the imported bill to the relevant job. Click Link to an Existing Order to view your active purchase orders, select the matching order from the list, and click Next.

Buildxact opens the purchase order and adds a new line item representing the imported bill. Click the link icon under the Costings Link column to assign the imported item directly to the intended estimate category and line item.

To prevent double-counting both the original estimate and the received bill, delete the initial order line using the trash icon. Update the order status to Received and click Save.

Open the job and check the Actual Costings tab. The received purchase order will now be cleanly allocated against your target costing item without duplicating budgeted amounts.