Order Forms
Structured purchase agreements with conditional pricing and discount approval workflows.
Order forms are structured purchase agreements for situations that require more formality than a quotation — conditional pricing tiers, volume discounts, multi-party sign-off, or specific contractual terms. Like quotations, they draw from the shared product catalog and support native e-signature.
When to Use Order Forms vs. Quotations
| Use a Quotation when… | Use an Order Form when… |
|---|---|
| You need a quick proposal for a straightforward deal | Pricing depends on volume or configuration |
| One recipient needs to accept | Multiple approvers need to sign off internally |
| Simple line items with a single discount | Tiered or conditional pricing logic |
| Speed matters most | Formality and auditability matter most |
Creating an Order Form
- Navigate to Sales > Order Forms
- Click New Order Form
- Enter the title, contact, and linked deal
- Add line items — products from catalog or custom entries
- Configure pricing rules (see Conditional Pricing below)
- Set the approval chain if required
- Save as Draft
Conditional Pricing
Order forms support pricing rules that adjust based on quantity:
- Volume tiers — unit price drops at defined quantity thresholds (e.g., <10 units at €50, 10–49 at €45, 50+ at €38)
- Bundle discounts — percentage discount applied when specific product combinations are selected
- Date-based pricing — prices locked to a specific date or valid-until window
Pricing rules are configured per line item or globally per order form.
Approval Workflows
If an order form requires internal approval before sending:
- Set an Approval Chain — one or more approvers, in sequence or parallel
- Save the order form — status moves to Pending Approval
- Each approver receives an in-app notification and email
- Approvers can approve, request changes (with a comment), or reject
- Once all approvers sign off, status moves back to Approved and the form can be sent
Approval chains are configured per order form or inherited from defaults set in Sales Settings > Discount Approvals.
Order Form Statuses
| Status | Meaning |
|---|---|
| Draft | Being built; not sent |
| Pending Approval | Awaiting internal sign-off |
| Approved | Internal approvals complete; ready to send |
| Sent | Delivered to recipient |
| Accepted | Signed by recipient |
| Declined | Recipient declined |
| Expired | Past the valid-until date |
E-Signature
Order forms use the same native e-signature flow as quotations:
- Click Send for Signature once the form is Approved
- Recipient receives a link to review and sign in-browser
- Signature is typed or drawn; full audit trail captured (IP, timestamp, device)
Converting to Invoice
On acceptance, click Create Invoice to generate a Finance invoice pre-filled with the order form's line items and terms.
Related
- Quotations — Lighter-weight proposals for straightforward deals
- Sales Settings — Configure approval thresholds and chains