📋 Overview
The Purchase Order Request Portal lets you receive purchase order requests from technicians, limited technicians, and users outside your immediate team — without giving them full access to your purchasing workflow.
Once enabled, requesters can submit PO requests through a public URL. Administrators and managers can then review, approve, or decline those PO requests from within UpKeep.
Plan availability: Enterprise only
🔑 Key Capabilities
Public request URL — Share a unique link so anyone can submit PO requests without logging into UpKeep
Customize URL — Personalize the end of your portal URL to match your organization
Toggle on/off — Enable or disable the portal at any time from Settings
🔧 How to Enable and Configure the Portal
Navigate to your Settings Tab on the left side of your UpKeep menu.
Under the Modules section, click Purchase Orders.
Click Public Request Portal.
If the portal is not yet enabled, toggle the switch on until it is highlighted blue.
To personalize your link, click Customize URL and update the end of the URL to match your organization's name or preference.
Share the portal URL with the technicians or external users who need to submit PO requests.
⚠️ Important Limitations
Purchase Order forms are not customizable — the fields on the request form cannot be edited at this time.
Not available on mobile — Purchase Orders are not available on UpKeep's Mobile Apps. The portal and all PO management must be done via the web app.
💡 Best Practices
Bookmark the portal URL — Save the link somewhere accessible for your team (e.g., an internal wiki or pinned Slack message) so requesters can find it easily.
Communicate the workflow — Let requesters know what happens after they submit a request (who reviews it, expected turnaround, etc.).
Pair with approval workflows — Ensure you have an approval process in place so submitted requests are reviewed promptly.
❓ FAQ
Who can submit purchase order requests through the portal?
Anyone with the portal URL can submit a request — they do not need an UpKeep account.
Can I customize the fields on the PO request form?
No. Purchase Order request forms are not customizable at this time.
Who can enable or configure the portal?
Administrators with access to Settings can enable, disable, and customize the portal URL.
Can I use the PO Request Portal on mobile?
No. Purchase Orders and the PO Request Portal are only available on the UpKeep web app.
What happens after a request is submitted?
The request appears in your Purchase Orders section for review. Administrators and managers can approve, decline, or convert it into a full purchase order. See How to Approve Purchase Order Requests for details.