Run a sales order

Start from the quotation with Start sales order, or from Sales orders with New sales order. The quotation can be a draft, pending or accepted. Declined and cancelled quotations cannot be used.

1. 1

   Order name and order value

   These come from the quotation. Change them if the signed scope or price is different.

2. 2

   Template

   Pick the checklist this order follows. It is copied in when you start, and you cannot switch template afterwards. Choose No template to begin with no steps.

The order page lists your stages and the steps inside each. A step has a status (To do, In progress, Done or Not needed), who it is assigned to, a due date and notes. Some steps also ask for an answer such as a permit file, a date or a link. Each stage shows how many of its steps are done and its due date, which is the latest due date of its steps.

1. 1

   Skip what does not apply

   Mark a step Not needed, for example a renovation permit on a studio unit.

2. 2

   Add a step

   Type a name at the bottom of any stage and press Enter. It is added straight away as a text step; use Edit to change its field type.

3. 3

   Change the order's own list

   Press Edit. Add, rename, delete or drag stages and steps, set due dates and who is responsible, then Save. A person set on a stage is the default for its steps; a step with its own person uses that one instead. These changes affect this order only, not your template.

4. 4

   Order materials from here

   The steps that cover suppliers hold the Order materials button, the linked requests for quotation and purchase orders (with New request and New purchase order buttons), and the subcontractors lined up on the order. See Request quotes from suppliers.

Convert to project turns on when every step is Done or Not needed. If it is greyed out, hover or tap it to see which steps are still open. Sales orders convert to a project only (a quotation converted without a sales order stays a simple job). After converting, the order becomes read-only and its answers are kept. Requests and draft purchase orders raised for the order move to the new project.

Go to Sales orders → Workflows. Add stages (up to 20) and the steps in each, choose what each step records (a checklist, text, date, appointment, link, dropdown, people, a supplier, a subcontractor, or a file or photo), and press Publish. You can also open any order and choose Save as template to reuse its stages and steps. One template is the default and is preselected when someone starts an order.