Creating and Managing Orders

Summary

An order represents work you are managing: a personal design or sample, a custom commission, a sale of existing inventory, a repair, or a service. Orders connect designs, assets, costs, tasks, and—when a customer is assigned—billing and payments into a single thread.

Who this is for

This article is for users who want to create orders, understand their structure, and manage them from creation to completion.

Creating an order

Go to Orders in the sidebar and create a new order. You will be asked for:

Title: A short description of the work (required).
Customer: Choose Personal order when there is no customer. Assigning a customer later turns the same order into a commercial order.
Status: The initial status of the order. Orders start as Pending and progress through In progress to Done. Orders can also be Cancelled.
Currency: Commercial orders use the selected sale currency. Personal orders use the workspace base currency automatically.
Assignee: The team member responsible for the order.
Due date: When the work should be completed.
Client quoted total: The total price quoted to the customer, if known. This appears only for commercial orders.
Notes: Free-text notes.

Order lines

An order contains one or more lines. Each line represents something being sold or provided. There are three kinds of lines:

Asset line: A specific asset being sold (e.g. a ring from inventory). Links to an existing asset.
Service line: A service being provided (e.g. resizing, repair, engraving). Can link to a target asset that the service is performed on.
Design line: A design being commissioned. Links to a design record.

For commercial lines, you set a description, quantity, and unit price. Personal-order lines keep their operational description, quantity, and links but carry no sale price or tax.

Personal orders

An order without a customer is treated as personal. Use personal orders for your own designs, samples, gifts, portfolio work, experiments, or pieces made before a buyer exists.

Personal orders retain designs, specifications, assets, reservations, tasks, files, discussions, direct costs, status, assignee, and due date. They do not show or allow sale pricing, tax, invoices, balances, or payments, and they are excluded from Sales booked and Awaiting payment reporting.

Assigning a customer turns the order into a commercial order. You can remove a customer only before any payment or billing-document history exists; confirming that change clears the quote, prices, tax, discount, and shipping while preserving operational history and costs.

Discounts, shipping, and tax

Orders support:

Discounts: A percentage or fixed-amount discount applied to the subtotal.
Shipping: A shipping amount, with optional tax.
VAT: A VAT rate and calculated VAT amount.
Tax profiles: Individual lines can have tax profiles that determine how tax is calculated.

The order's total is calculated from the subtotal, discount, shipping, and VAT.

Order statuses

Status	Meaning
Pending	The order has been created but work has not started.
In progress	Work is actively underway.
Done	The work is complete.
Cancelled	The order was cancelled and will not be completed.

You can change the status as work progresses. Cancelling an order preserves its history but marks it as no longer active.

Linking assets to orders

When an order line references a specific asset (an asset line), you can reserve that asset for the order. Reserving an asset:

Creates a reserve event on the asset's timeline.
Reduces the available quantity (relevant for metal lots and parcels).
Signals to other team members that the asset is committed to this order.

When the order is completed or cancelled, the reservation can be released (unreserved), making the asset available again.

Order templates

Orders can be saved as templates for recurring work. For example, if you frequently create repair orders with the same structure, you can save one as a template and create new orders from it.

To save an existing order as a template, open the order and use the "Save as template" action. To create a new order from a template, go to Orders and use the "Create from template" option.

Templates do not have a customer, due date, or client quoted total. These are set when you create the actual order.

Favourite orders

You can mark an order as a favourite to make it easier to find. Favourite orders appear with a star indicator and can be filtered in the orders list.

Invoicing

If your workspace has invoicing configured, you can issue invoices against commercial orders. Personal orders cannot be invoiced. An invoice is a formal billing document that includes the customer's details, the order lines, tax calculations, and payment terms.

Invoices can be issued, credited, debited, or annulled depending on the situation. The invoicing configuration (reachable from Configuration) determines your jurisdiction, tax settings, and invoice numbering.

Payments on orders

When a customer pays (in full or partially), you record a payment against the commercial order. Payments reduce the outstanding balance. Personal orders cannot receive payments.

Payments are recorded from the Payments section of the sidebar. Each payment references the order it applies to.

Costs on orders

Direct costs can be linked to an order. For example, the cost of a stone purchased specifically for a commission, or the cost of casting work sent out for that order. Linking costs to orders lets you see the full profitability of each piece of work.

Costs are recorded from the Expenses section of the sidebar.

Filtering and searching orders

The orders list supports filtering by:

Search: Find orders by title or reference.
Status: Show only pending, in-progress, done, or cancelled orders.
Customer: Show orders for a specific customer or show only Personal orders.
Overdue: Show orders past their due date.

Archiving and cancelling orders

Orders can be archived (with a reason) to remove them from active lists while preserving their history. Archived orders can be restored.

Cancelling an order marks it as cancelled and stops further work. Cancelled orders remain visible in the orders list with a cancelled status.