Creating Sales Orders

Sales orders track what your customers are buying. You can create an order, add line items, send an invoice, and accept payment — all from one place.

How to Get There

Go to Sell > Orders in the sidebar. You can also create orders from the home page using the Invoice Customer quick action button.

Creating a New Order

1. Click + New or use the Invoice Customer button on the home page.
2. Select a customer — Choose from your customer list (or create a new one).
3. Add line items — Select products from your catalog, enter quantities and prices.
4. Review the total.
5. Save the order.

Order Statuses

Sales orders have two status axes:

Order status:

Payment status (tracked separately on the invoice):

Sending Invoices

Once an order is ready:

1. Open the order detail panel.
2. Click Send Invoice.
3. Review the email and recipient.
4. Click Send.

The customer receives an email with a link to view and pay their invoice.

You can also send invoices in bulk — select multiple orders and send them all at once.

Editing Orders

Click on any order to open the detail panel. From there you can:

• Add or remove line items
• Change quantities and prices
• Update the status
• Add notes
• Delete the order if it was created by mistake

Most fields save automatically.

Adding Samples to Orders

You can add sample products directly to a sales order for tracking purposes. Samples are free line items that deduct inventory but don't affect the order total — perfect for tracking what you've sent to prospects without creating revenue.

Add a Sample Item

1. Open the sales order detail panel.
2. Click Add Sample in the products section.
3. Select the product you're sending as a sample.
4. Optionally create a tracking thread in Tasks & Notes to follow up on the sample.

The sample appears on the order with a sample badge. Inventory is deducted when the order is fulfilled, but the line item shows $0.

Mark an Existing Line Item as a Sample

If you've already added an item to an order and want to mark it as a sample:

1. Click the ⋮ menu (three dots) on the line item row.
2. Select Mark as Sample.
3. The item price becomes $0 and a sample badge appears.

To remove the sample designation, click the ⋮ menu again and select Remove Sample.

Sample Badges and Tracking

Sample line items display a flask icon badge. Clicking the badge shows:

• Which tracking thread is linked (if you created one)
• Quick navigation to the thread to log follow-ups

Samples reduce your inventory just like regular sales, but they don't create revenue — so your reports stay accurate.

Uploading Order Documents

You can upload order documents (like customer POs or signed quotes) directly to an order using the upload button. Peasy processes the document and helps extract the details.

QuickBooks Sync

If you've connected QuickBooks, you can sync invoices:

• Use the Sync to QuickBooks option on individual orders
• Keep your accounting records up to date automatically

Filtering Orders

• Status filter — Show only draft, open, paid, etc.
• Customer filter — See orders from a specific customer
• Date range — Filter by order date
• Quick filter — "New" shows recently created orders

Common Questions

What's the difference between a sales order and an invoice? A sales order tracks the full lifecycle of a customer order — from draft to fulfillment to payment. The invoice is the payment request you send to the customer. In Peasy, you generate invoices from within a sales order.

Can I edit an order after it's been fulfilled? You can still edit pricing, add notes, or upload documents on a fulfilled order. However, changing line items or quantities after fulfillment may affect your inventory records, so it's best to make corrections before marking items as shipped.

Does Peasy support backorders? If you create a sales order for more than you have in stock, Peasy lets you proceed — it doesn't block the order. You'll see the stock status on the order, and you can fulfill it once inventory is available.

How does sales order numbering work? Peasy auto-generates sequential order numbers (SO-0001, SO-0002, etc.). You can also add a customer PO number as a reference if your buyer provides one.

Good to Know

• Orders are linked to inventory — when an order is created, the items are "pending" against your stock. See Understanding Availability.
• The red badge on Orders shows new, unreviewed orders (typically from incoming emails or Shopify).
• You can create orders from uploaded documents — PDF purchase orders from customers are processed automatically.

Related

• Managing Customers — Your customer list
• Managing Your Catalog — Products and pricing
• Storefront — Let customers place orders directly
• Payments Overview — Accepting payments