Orders
Track confirmed work from acceptance through fulfilment, with the originating quote linked and every change to it recorded.
An order is a confirmed commitment to supply. Open Orders for the table and detail views, which mirror Quotes. Orders have no public portal: once work is confirmed the conversation is between you and the customer directly, so there is nothing for a customer to accept or decline.
How a quote becomes an order
When a customer accepts a quote from the portal, Kabaido copies the lines into a new order, links it back to the source quote and sets the status to confirmed. Any purchase order reference and uploaded document from the acceptance attach to the order, so the customer's own paperwork travels with it.
You can also convert a quote yourself without waiting for the portal, which is what you want when acceptance came by phone or by email. Converting marks the quote accepted at the same time, so the two never disagree about what happened.
Other ways orders start
- From a purchase order in chat, where an order draft is built from the intake and its line items.
- By hand, for work agreed outside the platform.
Status flow
There are four statuses: confirmed, in progress, fulfilled and cancelled. Fulfilment is marked by a person rather than inferred, because only your shop knows when the work actually left.
Status moves freely rather than along a one-way ratchet, including backwards. A move that is not the obvious next step captures a reason, so a fulfilled order that goes back to in progress carries the note explaining why alongside it in the activity record.
What a status change sets off
| Change | What else happens |
|---|---|
| Cancelled | Stock reservations the order was holding are released back to available. |
| Reopened from cancelled | Those reservations are taken again, so the stock picture stays true. |
| Fulfilled | Service items referenced by the order's lines are marked returned, and a returned event is written against each one. |
| Any change | Subscribed webhooks fire, order.cancelled on a cancellation and order.updated otherwise. |
Editing a confirmed order
Orders change after they are confirmed. A quantity is revised, a line is added, a customer's purchase order reference arrives late. Kabaido treats an edit as a tracked change set rather than an overwrite: you stage the edits, commit them with an optional note saying why, and the previous state is snapshotted as a revision you can revert to.
Committing an edit reprices auto-priced lines against the committed quantity, so a quantity break that should now apply does apply, recomputes the totals and reconciles stock reservations to the new line set. Reverting does the same work in reverse. This is the same revision ledger quotes use, so the two behave identically.
Telling the customer
An order can be emailed from its detail view, as either a confirmation or an update. Kabaido picks which by itself when you do not say: an order that has been edited sends an update, a fresh one sends a confirmation. The recipient resolves the same way as on a quote, from your explicit choice, then the named contact, then the customer's primary contact.