Orders
An order represents a customer agreement to buy products or services. Orders help keep the commercial agreement separate from the invoice used to collect payment.
Use orders when you need a clear record of what was sold before billing starts.
Orders vs invoices vs subscriptions
| Object | Purpose |
|---|---|
| Order | Captures what the customer agreed to buy. |
| Invoice | Requests payment for all or part of the agreement. |
| Subscription | Repeats billing over time from recurring order terms. |
When to use an order
Use an order for:
- A new subscription sale.
- A one-time services package.
- A quote accepted by a customer.
- A commercial agreement that needs review before invoicing.
- Internal approval before provisioning or billing.
Order lifecycle
| Stage | Meaning | Recommended action |
|---|---|---|
| Draft | Order is being prepared. | Review products, quantities, dates, discounts, and tax assumptions. |
| Confirmed | Customer or internal team approved the order. | Provision service and create invoice or subscription. |
| Invoiced | Invoice has been generated from the order. | Track payment and fulfillment. |
| Completed | Billing and fulfillment are done. | Keep record for reporting and audit. |
| Canceled | Order should not proceed. | Document reason and avoid downstream billing. |
Order review checklist
- Customer is correct.
- Billing contact and address are complete.
- Products and quantities match the commercial agreement.
- Discounts and coupons are intentional.
- Billing period and start date are correct.
- Tax treatment has been reviewed.
- Notes explain any exception or custom term.
Converting orders into billing
Orders can create:
- A one-time invoice.
- A recurring subscription.
- A subscription with multiple line items.
- A zero-dollar record for free trials or fully discounted offers.
If the order creates a subscription, the subscription becomes the source for future bill runs.
Common issues
| Symptom | Check |
|---|---|
| Invoice total does not match agreement | Review order line items, discounts, tax, and quantities. |
| Subscription did not start | Confirm order status, start date, and recurring billing period. |
| Customer was billed too early | Review order date, subscription start date, and next billing date. |
| Sales and finance disagree | Use order notes and quote history as the commercial record. |