📋 Requirements
Before you begin, make sure:
You have access to Buildern.
A Purchase Order or Subcontract has been created.
The vendor or subcontractor has at least one contact with a valid email address.
👉 Learn more about How to Create a Purchase Order or Subcontract in Buildern
Send a Purchase Order or Subcontract
There are two ways to send a PO or SC.
Method 1: From the Transaction Details
Navigate to one of the following locations:
Project → Purchase Orders & Subcontracts
All Items → POs & Subcontracts
Click the PO or SC ID to open the document.
Review the transaction details.
Click Send at the bottom of the page.
Method 2: From the Transactions List
Navigate to Purchase Orders & Subcontracts.
Locate the PO or SC you want to send.
Click the ⋯ (three-dot menu) next to the document.
Select Send.
Configure the Email
When the Send window opens, Buildern automatically fills in the email address associated with the selected vendor or subcontractor.
You can also add additional recipients manually if needed.
ℹ️ Note - If the vendor or subcontractor does not have a contact with an email address saved in their profile, the email field will be empty and must be completed manually before sending.
Use Email Templates
Buildern allows you to create reusable email templates for PO and SC communications.
Templates can be used to automatically populate:
Email Subject
Email Message
To use a template:
Open the Email Messages dropdown.
Select the desired template.
Review and modify the generated content if necessary.
👉 Learn more about How to Use Email Templates in Buildern
Use Placeholders
Placeholders can be inserted into both the email subject and email body.
When the email is sent, Buildern automatically replaces placeholders with information from the selected PO or SC, helping ensure consistency and reducing manual work. The generated content can still be edited before sending.
Additional Sending Options
Before sending the document, you can:
Attach a PDF copy of the PO or SC.
Edit the email subject.
Customize the email message.
Enable Send me a copy to receive a copy of the email.
Once everything is configured, click Send.
ℹ️ Note - Once a Purchase Order or Subcontract is sent, its status is updated accordingly and the recipient receives an email containing a secure link to view the document.
Track Document Views
After a PO or SC is sent, Buildern tracks whether the recipient has viewed the document. The Seen column displays the viewing status.
When the recipient opens the document, the eye icon turns blue, indicating that the document has been viewed.
Resend a Purchase Order or Subcontract
If a document needs to be sent again, you can resend it at any time.
To resend a PO or SC:
Navigate to Purchase Orders & Subcontracts.
Locate the document.
Click the ⋯ (three-dot menu).
Select Resend.
Review the email details.
Click Send.
👉 Learn more about How to Manage Purchase Orders and Subcontracts in Buildern
Recipient Actions
When recipients receive the email, they can click View Purchase Order/ Subcontract to access the document.
Depending on their permissions and the document status, users can approve or reject the document, electronically sign it when approving or rejecting, add comments, and upload attachments.
Recipients can leave comments directly on the document to ask questions, provide clarification, or share additional information.
All comments remain attached to the document and can be reviewed by project team members.
When approving or rejecting a PO or SC, the recipient will be prompted to provide an electronic signature before submitting their response.
To complete the approval or rejection, draw or enter the signature in the signature field and click Submit.
Review Signed Documents Safely
Using View opens the document in read-only mode, allowing you to review signatures, comments, and attachments without making accidental changes to the original document.
Navigate to Purchase Orders & Subcontracts.
Locate the signed document.
Click the ⋯ (three-dot menu).
Select View.
We look forward to helping you discover more Buildern features.
Happy building!