Invoices and purchase orders as PDFs, tracked in a database

Quick answer: Go to Agents, find the Procurement pack under Starter packs, and click Install. The pack adds three agents that turn approved lines into an invoice PDF, add a payment link when you use MONA Payments, draft the matching vendor purchase orders, and track every order to delivery. The agents install switched off, and you turn on the ones you want.

Invoices and purchase orders in MONA are deliberately simple. MONA creates a PDF and a row in a database to track it. That is the whole model. Nothing posts to a ledger, nothing is sent to anyone without you, and every document is a file you can download, forward, or print.

What the Procurement pack does

The pack is three daily agents that hand work to each other.

Approved lines become an invoice. Once your client approves items on a schedule, the Approvals to invoices agent gathers the approved lines for a project, renders a branded invoice PDF with your logo and your numbers, and records it in the Invoices database. If you use MONA Payments, the invoice carries a payment link so the client can pay by card or bank transfer. The client email is drafted in your mailbox for you to send.

Paid invoices become purchase orders. When an invoice is paid, the Paid to purchase orders agent groups that invoice's lines by vendor and drafts one purchase order per vendor, again as a branded PDF with a row in the Purchase Orders database. Each vendor email is drafted in your mailbox. You read it before anything goes out.

Orders get tracked to the door. The Order tracker agent reads the order confirmations and shipping notices in your connected mailbox, matches them to open purchase orders, and updates each row with the vendor acknowledgement, carrier, tracking number, and status. Once there is a tracking number it follows live carrier tracking, so a row says in transit or delivered without anyone retyping it.

You can also ignore the schedule entirely and just ask. "Create an invoice for the approved living room items on the Harper project" produces the same PDF and the same database row, right now, in chat.

How to install it

1. Open Agents from the left sidebar, or go to monaverse.com/agents.
2. Find Starter packs at the top of the page. The Procurement pack lists its three agents and the schedule each one runs on.
3. Click Install. Only the workspace owner and admins can install a pack. If you are a member, the button is disabled and the pack tells you to ask your workspace owner.
4. Turn on each agent you want. The three agents appear in your agent list below, switched off. Flip the switch on the ones you want, and change the schedule on the card if the default time does not suit you.

Everything installs switched off on purpose. An agent spends your studio's credits when it runs, so MONA never turns one on for you. Installing the pack twice is safe: agents you already have are left exactly as they are, including any edits you made.

Where everything lands

PDFs go to your Library, filed to the project they belong to. They are ordinary files: download them, share them, attach them anywhere.

Records go to two databases, Invoices and Purchase Orders, created the first time the pack needs them. They live with your other documents, and you can open them from the sidebar or just ask MONA to show you the Purchase Orders database. Both are normal MONA databases, so you can sort them, filter them, add a column, or ask MONA questions like "which orders are still unacknowledged after ten days".

Emails are drafted, never sent. Client invoice emails and vendor purchase order emails are written into your connected mailbox as drafts. MONA does not send mail on your behalf, here or anywhere else in the product.

What needs MONA Payments and what does not

You need MONA Payments for one thing: a payment link on an invoice. With it connected, the invoice PDF carries a link the client can pay by card or bank transfer, and the row in the Invoices database updates itself when the payment clears, which is what lets the purchase order agent pick the invoice up.

Without MONA Payments you still get invoice PDFs, purchase order PDFs, both databases, drafted client and vendor emails, and full order tracking. You just collect payment however you collect it today, and mark the invoice row paid yourself. Connect MONA Payments in Settings when you want the link.

How order tracking reads your mailbox

Order tracking runs on email you already receive. Connect a mailbox in Settings, then Integrations (Gmail or Outlook), and the Order tracker agent reads vendor confirmations and carrier notices, matches them to a purchase order by order number, vendor, or amount, and writes what it found onto the row.

If your studio receives vendor mail at a shared address such as orders@ or admin@, connect that shared mailbox and set it to Shared with studio. Shared mailboxes connect through your own login, so no new password is needed. This is the common case: confirmations rarely land in one person's inbox, and tracking the whole studio's orders means reading the whole studio's mail.

MONA reads that mail to update rows. It does not reply to it.

This is not the Billing or Finance invoice screen

MONA has older invoice screens under Billing and Finance that belong to the accounting path, with a ledger, retainers, and books behind them. The Procurement pack does not use them and does not write to them. It makes a document and tracks the document.

If you are already running invoices through Billing and Finance, keep doing that. The Procurement pack is for studios that want the simple version: a PDF, a row, a payment link, and a status that keeps itself current.

Frequently asked questions

How do I get invoices and purchase orders in MONA? Go to Agents, find the Procurement pack under Starter packs, and click Install. The pack adds three agents: Approvals to invoices, Paid to purchase orders, and Order tracker. They install switched off, and you turn on the ones you want.

Where do the PDFs and the records go? Every PDF lands in your Library, filed to the project it belongs to. Every document also gets a row in one of two databases, Invoices and Purchase Orders, which live with your other documents and open from the sidebar or from chat.

Do I need MONA Payments? Only for payment links. Without MONA Payments you still get invoice PDFs, purchase order PDFs, both databases, drafted emails, and order tracking. Connect MONA Payments if you want a card or bank transfer link on the invoice and the row to update itself when the client pays.

Does MONA email my clients or vendors? No. MONA writes drafts in your connected mailbox and leaves them there. You review and send. This is true for client invoices and for vendor purchase orders.

How does order tracking know where an order is? The Order tracker agent reads the shipping and confirmation email in your connected mailbox, matches it to a purchase order, and updates the row with the carrier, tracking number, and status. It also follows live carrier tracking once it has a number.

Can the order tracker read our shared orders@ mailbox? Yes. Connect the shared mailbox in Settings, then Integrations, and choose Shared with studio. Vendor confirmations usually land in a shared address rather than one person inbox, which is exactly the case this is for.

Is this the same as the Billing and Finance invoice screens? No. This flow is deliberately separate. The Procurement pack creates a PDF and a database row to track it, and it writes nothing to your ledger or your books. The Billing and Finance invoice screens are the accounting path and are untouched by this pack.

Who can install a starter pack? The workspace owner and admins. Other members see the pack and the agents it contains, with the Install button disabled, so they know what to ask for.

What happens if I install the pack twice? Nothing. Installing again leaves agents you already have exactly as they are, including any renaming, schedule change, or instruction you edited.