Converting a quote to an order
What Accept does: stock reservation, the frozen price snapshot, and the artwork stage.
Full guide: https://docs.printersfriend.com/operations/orders
Accept & convert to order on the quote. One button, and it is the point at which a quote becomes a commitment.
What happens, in order
- Plan check. A new open order counts against your plan's limit. If you are at the ceiling the conversion is refused before any stock is touched, and the message names the limit and the plan that lifts it.
- Stock is reserved. Every line carrying a SKU takes a soft reservation, so the garments show as committed but not yet gone.
- The order is created in the Artwork stage, with the quote's required-by date as its due date.
- Lines are copied. Descriptions, quantities, size mixes, decoration specs, unit prices, unit costs and the cost breakdown all come across.
- The quote is marked converted and stamped with the acceptance time.
- The stage history opens with a first row into Artwork, and the activity feed records the order as created from the quote.
Prices are frozen, not recalculated
The order copies the quote's numbers rather than repricing. If you raise your list prices or change a discount rule tomorrow, this order still carries the figures the customer agreed to. That is deliberate: the alternative is a job whose value quietly drifts between acceptance and invoice.
To change what a live order is worth, edit the order.
If the customer designed it themselves
When accepted lines came from a design built in the customer portal, the design's mockup is rendered, filed in the asset library as a proof, and uploaded as artwork version 1 straight after the conversion. Nobody re-uploads the customer's own artwork. If that render fails for any reason, the conversion still stands and you upload a proof by hand.
One-way, and once only
A converted quote cannot be converted again. There is no un-convert: if the job dies, cancel the order, which releases whatever is still reserved back to the shelf. Units already consumed at production stock-out are not released, because they have physically gone.
Still stuck?
Email hello@printersfriend.com and quote the name of this page. Support is on every plan, with a reply within 1 business day.