Quotes and sales orders

A quote prices work for a customer. A sales order is work the shop has agreed to do: it’s what the shop makes, ships, bills and gets paid for. In YoPrint they’re one kind of record with a type, so a quote becomes a sales order without being copied. In the web app they’re Quotes and Sales Orders.

From quote to sales order

1. Draft quoteBuilt in private: customer, lines, prices and dates
2. QuoteSent to the customer, who approves it
3. Sales orderMade, shipped, invoiced and paid

The usual path. The record keeps its id and its document number all the way through.

When a customer orders without a quote, the shop skips it:

1. Draft sales orderBuilt in private
2. Sales orderMade, shipped, invoiced and paid

Publishing is one-way. Converting works both ways.

• The type is the order’s object_type: quote or sales_order.
• Converting works both ways: a sales order can go back to being a quote, which releases the stock held for it. Orders synced from Shopify, or made for a customer synced from Shopify, can’t be converted.
• A quote can have invoices and shipments too, but shipping labels can only be bought on a sales order.
• Quotes and sales orders share one sequence of document numbers, such as SO1001 for a quote and SO1002 for the next sales order.
• Deleting an order deletes its jobs, invoices and shipments, and moves a published order’s payments to the customer’s store credit. A deleted order can be restored. See What a write also does.

Draft or published

Every order starts as a draft, and publishing it is a one-way step: in the web app, the Publish button.

	Draft	Published
Customer	Can be changed	Fixed
Lines, prices and dates	Change freely, with no history	Change, and each change is recorded in the order’s history
Comments, approvals and payments	Not yet	Yes
GoShippo labels	Not yet (a label bought elsewhere can be recorded)	Yes, on a sales order
Stock	Not held	Held for its lines, on a sales order
Webhooks	None	order.created or quote.created fires when it’s published

Publishing checks the order first. It needs a customer, at least one line, lines whose products can still be sold, and a pricing group that hasn’t been removed. When a check fails, nothing is published and the answer says which check failed.

Statuses

A status is a stage the team names itself, such as “Pending approval” or “In production”. It sits alongside draft and published, not instead of them: every order has a status, even a draft.

	Draft or published	Status
Who sets it	YoPrint, when the order is published	The team, from its own list
How often	Once	Whenever the work moves on
What it controls	What can be done to the order	Not what the order allows: it tells people where the work is. A few status changes have effects, such as a shipment’s fulfilling a Shopify order
Webhook	order.created or quote.created	sales_order.status_changed or quote.status_changed

Quotes, sales orders, jobs, shipments, purchase orders and message threads each have their own list, and tasks use their task preset’s. Each status has a type: start, pre_production, in_progress or end. Here are the sales order statuses a new team starts with:

1. startPending
2. in_progressPending approval, Good to go, Waiting goods, Pending production, In production, Pending payment
3. endCompleted

A converted quote starts in the sales order list's start status, unless you choose another.

An order’s dates

1. Issue dateissue_date: when the order was issued
2. Productionstart_date to due_date: when the shop makes it
3. Ship dueship_due_date: when it must ship
4. In handscust_due_date: when the customer needs it

The usual order. YoPrint doesn't force it: each date is set on its own.

Two more dates say when the customer pays: deposit_due and full_amount_due, set by the order’s payment terms. See Invoices and payments.

Approvals and the Customer Portal

The Customer Portal is the website where a shop’s customers see their quotes and orders, approve them, send messages and pay. An approval asks the customer to agree to something:

Approval	What the customer approves	Webhook when they answer
Quote or order approval	The quote or order itself, with notes, terms and a signature	order_approval.approved or order_approval.change_requested
Artwork approval	A job’s mockups, one by one	job_approval.approved or job_approval.change_requested

1. PendingCreated, not sent yet
2. Sent to customerEmailed with a link to the Customer Portal
3. Viewed by customerThe customer opened it
4. Approved, or changes requestedThe customer’s answer: completed or need-changes

Asking for changes needs a note from the customer. Approvals start only once the order is published.

What else an order carries

	What it is
Customer and addresses	Who it’s for, with billing and shipping addresses. New orders take the customer’s defaults.
Pricing group	The markups that price its lines. See Products and pricing.
Payment terms	The deposit and when payment is due.
Rush	A flag on the order. Each job has its own too.
Tags and assignees	Labels for finding orders, and the team members responsible.
Comments	Notes for the team. The customer never sees them.
Messages	Emails and texts with the customer and other recipients.
Files	Artwork and attachments on the order.
History	Who changed what, once it’s published.

Cloning an order makes a new draft with a new number, from the same customer and lines.

In the API

Create and change ordersCreate, change, publish, approve, convert, delete and restore.

Quote to paymentWalk one order from a draft quote to a paid sales order.

Sales orders referenceOrders and quotes, with their line items, approvals and other parts under them.