Stockroom can hold a purchase order for someone to sign off - before it goes to your supplier, after the stock arrives, or both. Both checks are off unless you turn them on, so nothing changes for a store that leaves them alone.
Turn a check on
Go to Settings > Purchase orders and find the Approvals section. The two settings are independent, and you can use either one on its own.
Approval before ordering. Set it to Every draft needs approval and a draft cannot be marked as ordered until someone approves it.
Finance review after receiving. Set it to Every received order needs a review and an order is flagged for a finance check once all of its stock has arrived.
Either can go back to Not needed whenever you like.
Approval before ordering
With the check on, a draft carries Send for approval instead of Mark as ordered. Build the order as usual, then send it up. The order shows a Waiting for approval badge, and the buttons change to Approve and Request changes.
Approve records who approved it and when, and hands the order back so it can be marked as ordered. Approving does not send anything to your supplier - that is still your Mark as ordered and your Send.
Request changes asks for a note and sends the order back to whoever raised it. The note shows in a banner on the order, so the buyer can see what to fix, change it, and send it up again.
Editing an approved draft clears its approval. So does sending an ordered PO back to draft. What was approved is no longer what would be sent, so the order goes back into the queue rather than carrying a sign-off for a different set of numbers.
Finance review after receiving
With this check on, an order is flagged Needs finance review the moment its last line is received. The stock is already in and nothing waits on the review - it is accounting's own look at the paperwork, separate from the count the warehouse did.
Open the order and click Mark as reviewed, with an optional note. The badge becomes Reviewed with the date, and the order's History records who cleared it.
This pairs well with editing a delivery's invoice details after the fact: the warehouse counts the boxes in, the invoice reaches you days later, and the reviewer types the number and total before clearing the review. See Fix a delivery: undo a receipt, correct costs, change dates, reopen.
Find everything that is waiting
The Purchase orders list filters on all three waiting states: Waiting for approval, Changes requested and Needs finance review. Rows waiting on someone carry a badge, so a glance down the list is enough.
For the full queue, open Reports and choose Approvals and finance review. It lists every order waiting on a person right now, longest wait at the top, with what it is waiting on, who asked, who decided, any note, and how many days it has been sitting. Click a PO number to open the order and act on it. The report exports to CSV and can be emailed on a schedule like any other report.
Good to know
Anyone signed in to Stockroom can approve, including the person who raised the order. Stockroom has no user roles yet, so what these checks give you is a record - who approved, when, and what they said - rather than a permission you can enforce.
The check applies to every purchase order in the store. There is no value threshold, so you cannot yet ask for approval only over a certain amount.
Every decision lands in the order's History, with the person and the date, beside the sends and receipts.
If an automation would have ordered a draft for you - a scheduled reorder, or a Shopify Flow action - it leaves the draft alone and tells you on the home page that it is waiting for approval.
The checks work the same way on go.stockroom.app, and the settings are shared: turn one on in either place and it applies to both.
Returns to a supplier are not covered by either check.
Purchase orders and receiving are free, and they stay free. These checks are part of that core.