Orders
Orders are the heart of the workspace. Each order holds the quote, line items, artwork, files, invoice, payments, tasks, purchase orders, and (optionally) a customer online store. Statuses are configured under Settings → Order statuses.
Orders list
Open Orders in the sidebar.
- Search by order title or client name.
- Filter by status — the selection is saved for your workspace. Use Show all, Hide all, Invert, and Show inactive.
- List view is the table (ID, title, client, price, dates, status).
- Timeline view is a Gantt chart. Drag bars to change start/due dates (including scheduled tasks).
- Row menu: Edit, Make a copy, Delete. Copy duplicates the quote, line items, and artwork as a new draft.
Dashboard New quote and this page’s New Order open the same sheet. New jobs start in your Quote workflow status when that status exists.
A Store badge on the title means the online store is enabled.
Create a quote
- Click New Order.
- Enter a Title. Internal notes are shop-only.
- Set Start date and Deadline (deadline is prefilled from Settings → Orders Settings turnaround).
- Select or New Client.
- Choose a Tax code, or No tax plus optional Tax exempt.
- Create Order — you land on the Invoice tab.
Garments and decoration lines are not on this first sheet. Add them on Invoice.
Order header
From any order:
| Control | What it does |
|---|---|
| Edit Order | Title, client, internal notes, client notes (shown on the invoice), dates, tax. Delete also voids a QuickBooks estimate when one exists. |
| Update Status | Moves the job. Statuses that email the customer show a lightning bolt. |
| Send for Approval | Emails a private customer link. Preview + optional CC. Requires a client email. |
| Mark as Complete | Completion email with pickup or delivery copy. |
| Request feedback | Send now or on the delay from Settings → Feedback & reviews. |
| View as Customer | Open as staff, as customer, or Copy link. |
| Send Payment Reminder | Branded reminder with the balance; the badge is how many you’ve sent. |
| Print / Save as PDF | Invoice print layout (artwork beside Bill To). |
| Duplicate Order | Same as Make a copy on the list. |
Reset approval token (refresh icon) invalidates an old customer link and issues a new one — use this if a link was forwarded by mistake.
Tabs
The default tab is Invoice.
| Tab | Use it for |
|---|---|
| Invoice | Line items, artwork specs, discounts, totals, payments, QuickBooks, Add Item, Add Artwork |
| Artwork | Gallery of attached art |
| Design | AI canvas mockups; Save to order can create artwork from the design |
| Estimation | Internal cost model vs the invoice (same engine as Quick Quote) |
| Purchase Order | Draft a supplier PO and link blank-goods cost — see Purchase orders |
| Shipping | Weight-based rate estimate and EasyPost labels — see Shipping labels |
| Activity | History of changes (some notes are client-visible; others are shop-only) |
| Tasks | Tasks locked to this order — see Tasks |
| Files | Production files (internal; customers do not see these) |
| Online Store | Fundraiser / group storefront — see Customer online stores |
| Messages | Email threads linked to this job — see Messages & email |
Add products on Invoice
Use the product search:
- Your Products — local Items catalog
- S&S Activewear / SanMar — if enabled under Settings → Integrations
- Create new product — add a local catalog row from the order
Supplier styles: pick color, then quantities by size. Markup defaults from Settings → Orders Settings (typically 150%). Drag line items to reorder; use bulk edit for images or fields. Assign design when multiple artworks exist.
Custom lines: title, description, color, size, qty, rate.
Customer approval
When the quote is ready:
- Send for Approval (or copy View as Customer and share it).
- The client reviews line items, artwork, and totals — no account required.
- They Approve or Reject (rejection needs a reason).
- Activity logs the result. You can move the job into production and sync QuickBooks if that’s connected.
See Clients & approvals.
Tips
- Pinning on the orders list is not a feature — use status filters and the schedule.
- Send Invoice to Client on the Invoice tab forwards a copy for records; it does not run the approval flow.
- The price on the orders list is a snapshot for scanning. Open the Invoice tab for the exact total.
See Getting started for the workspace map.