An order is what the customer bought: items, to whom and when to deliver, the amount and the status. Orders feed revenue, the average order and repeat customers.
How to create an order
- From the customer card — “+ Order”.
- From an inquiry — “Create order” (see below).
- From the calendar — “Create order” next to an occasion or a holiday: the occasion, the recipient and the delivery date are filled in.
Fill in the form and click “Create order”. The order number (No. 1001, 1002…) is assigned automatically and never repeats, even after deletion.
Form fields
- “Project” — always the customer's project.
- “Status” — see below.
- “Order date” — when the customer ordered, account time. It puts the order into the reports.
- “Recipient” — “— the customer themselves —” or one of the recipients; the recipient's address and city are copied to the delivery. “+ New recipient” adds one without leaving the form.
- “Occasion” — “— no occasion —” or one of the customer's occasions; “+ New occasion” adds one. A birthday or anniversary becomes yearly and confirmed after the order is saved — next year QoCRM reminds you of it.
- “Items” — what the order contains.
- “Delivery date”, “Delivery time” (“10:00–12:00”, “in the evening”), “Delivery city”, “Delivery address”.
- “Amount”, “Currency”, “Payment method” — see below.
- “Card text” — word for word, as it should be written.
- “Notes” and “Additional fields”.
Statuses
| Status | Means |
|---|---|
| New | the order is recorded but not confirmed yet |
| Confirmed | agreed with the customer |
| Paid | the money is received |
| Delivered | the recipient has the order |
| Cancelled | the customer cancelled |
| Lost | the order fell through (no reply, not paid) |
Cancelled and lost orders are left out of revenue and of the customer's order count (“Repeat customer” means two orders without them), but they are shown in “By status” on the dashboard.
Amount and currency
- “Amount” — in digits, spaces and a decimal comma are fine: “12 500” or “1 234,50”; at most two decimals.
- “Currency” — the account's currency by default (set in the account settings); any currency can be chosen.
- Amounts in different currencies are never added up: totals in the list, on the customer's tab and on the dashboard are shown per currency (“Total: 125 000 AMD · 18 400 RUB”).
- An order without an amount is not counted in revenue and the average order.
Payment method
Russian card, Bank transfer, Paysend, MoneyGram, Visa, Cash, Other — or not set. The order list can be filtered by payment method.
Order from an inquiry
When an inquiry has the outcome “Ordered”, its card shows “Create order”. The order form opens with the customer, the delivery date and the address from the inquiry, and the order is linked to the inquiry — it appears under “Orders from this inquiry”.
The list of orders
“Orders” in the menu — all orders of your projects, newest first. Filters: “Project”, “Status”, “Period” (first pick which date — “Order date” or “Delivery date” — then the dates), “Currency”, “Payment”, “Occasion” (the occasion's kind) and custom fields with a filter. At the top is the “Total” per currency for the current filters. “Export” downloads the list (see Export).
Deleting and restoring
The owner and admins can delete an order: it disappears from lists, totals and reports, and its number is never reused. To bring it back, switch on the “Deleted orders” filter, open the order and click “Restore”.
The owner, admins and managers (in their projects) can create and change orders; a viewer only looks.