Orders Overview

Orders are the core of TimberCloud — they represent customer requests moving through your business from initial quote to delivery. This section covers everything you need to know about managing orders in TimberCloud.

How Orders Work

TimberCloud provides a flexible order management system that supports both Quote Mode and Order Mode, allowing you to customize the customer experience to match your business model.

Order Sources

Orders can be created from multiple sources:

Quote vs Order Mode

Your company's Selling Mode determines how orders are initially created:

Quote Mode

• Orders start as Quotes requiring approval
• Customer submits a request, you review and approve pricing
• Quote converts to Order when customer accepts
• Ideal for custom products with variable pricing

Order Mode

• Orders are created directly with Ordered status
• Payment is collected at checkout
• Best for standardized products with fixed pricing
• Immediate production workflow

Order Lifecycle

Every order follows a defined lifecycle through various statuses:

Quote → Ordered → In Production → Inspection → Shipped → Delivered
                                            ↘
                                          Canceled

Status Definitions

Important Dates

TimberCloud automatically tracks key dates throughout the order lifecycle:

• Date Entered — When the order was first created
• Date Ordered — When the quote converted to an order
• Due Date — Calculated from lead times (if enabled)
• Date In Production — When production started
• Date Completed — When production finished
• Date Shipped — When the order was shipped
• Date Delivered — When delivery was confirmed

Key Features

Real-Time Updates

Orders are updated in real-time across all connected clients:

• Admin Panel receives instant notifications when customers place orders
• Embedded Storefront shows customers their order status changes
• Socket connections ensure everyone sees the same data

Automatic Notifications

When order events occur, notifications are sent automatically:

• In-App Notifications — Bell icon alerts in the admin panel
• Email Notifications — Configurable per user and event type
• SMS Notifications — Text alerts for critical updates

Learn more in Notifications.

Invoice Generation

Invoices are automatically generated at key points:

• Quote Invoice — Created when a quote is submitted
• Order Acknowledgement — Created when quote converts to order
• New Version — Created when prices change

Inventory Deduction

When an order moves to Ordered status:

• Inventory is automatically deducted from the fulfillment location
• Location-specific stock levels are updated in real-time
• Low stock alerts are triggered if thresholds are met

Lead Time Calculation

If enabled in Order Settings:

• Due dates are calculated from product lead times
• Business days (excluding weekends) are used
• Lead times can be concurrent (longest wins) or cumulative (added together)

Quick Links

Storefront Orders

When customers order through your Embedded Storefront:

1. Cart Building — Customer adds products, configures options
2. Checkout — Billing/shipping info, delivery selection
3. Carrier Rate Selection — If using Carrier Services, customer selects a rate
4. Order Creation — Quote or Order based on selling mode
5. Notification — Company receives instant notification
6. Confirmation — Customer sees order in their portal

The storefront automatically:

• Inherits customer's discount and tax rate
• Assigns their sales rep to the order
• Applies payment terms from their profile
• Calculates shipping based on delivery options
• Saves carrier rate data for booking (if Carrier Services selected)

Admin Panel Orders

When creating orders from the Admin Panel:

1. Click "Create Order" from the top navigation
2. Select Customer — Loads their defaults (discount, tax, terms)
3. Add Products — Configure each item with line items
4. Set Details — PO number, notes, attachments
5. Save — Creates as Quote or Order per your workflow

Best Practices

For Quote Mode Businesses

1. Review quotes promptly — customers expect quick responses
2. Use notes to communicate with customers about their request
3. Attach reference images or documents to orders
4. Set realistic lead times based on current production capacity

For Order Mode Businesses

1. Ensure all products have accurate pricing before enabling
2. Configure inventory thresholds to prevent overselling
3. Set up carrier integrations for real-time shipping rates
4. Test the checkout flow regularly with test orders

General Tips

1. Keep stations aligned with your physical production workflow
2. Use order events timeline to track who did what and when
3. Configure notification preferences for your team
4. Review the dashboard regularly for production planning

Next Steps

• Create Your First Order
• Configure Order Settings
• Set Up Notifications
• Embed the Storefront