Sales Order Approval Workflow

Use sales order approval to confirm the items, quantities and job details with your customer before production. It is useful for repeat orders when the artwork stays the same but the shirts or quantities change. Artwork approval records the design decision separately.

Send a sales order approval request

Start with the published sales order you want reviewed. The email goes to every contact in its Email Recipients section.

1. Click Create Request beside Approval Requested.

   

2. Add an optional Message to customer. It appears in the email and at the top of the approval request.

   

3. Click Create & Email Customer.

   

The customer reviews the request in the customer portal, approves the order or requests changes with a comment, and signs. They review approval terms if those are enabled. Your team receives an email and an in-app notification when the response is completed.

Send a saved request

1. Click the arrow beside the Approval Requested status.

   

2. Choose Send to Customer. The email is sent immediately.

   

Pending means the request has not been emailed. Sent means it has been emailed and is waiting for a response. For a separate note, you can send a message from the order.

Read the response

1. Double-click Order Approval in the order’s Approvals panel.

   

The review shows your message, the decision, the signed name and the completion time. When changes are requested, it also shows the comment. The order summary labels this Needs Change; the review uses Changes Requested.

The approval request’s status is separate from the sales order’s overall status. An approved request does not itself mean the order has been produced, shipped or paid.

Edit a pending request

1. Open the approval review and click Edit.

   

2. Update Message to customer.

   

3. Click Save. Save & Email Customer saves and emails the revised message together.

   

Completed requests cannot be edited. A further decision needs a new request.

Send an approval reminder

1. Open Quick Actions, the three-dot menu at the top right of the sales order.

   

2. Choose Send Approval Reminder. This sends the reminder immediately.

   

Record a response received outside the portal

Use this route for a response the customer has already given. The typed name is recorded with the decision.

1. In the approval review, click Approve.

   

2. Choose Approve order if the order is accepted.

   

3. If updates are needed instead, choose Request changes.

   

4. For a change request, enter the required comment in Changes needed.

   

5. Review any enabled approval terms and type your full name to sign.

   

6. Click Sign & Request Changes to submit the change request.

   

Approval terms can be customized in Settings > General.

Request approval after changes

Once the requested changes are saved on the order, create another approval request. The earlier completed response stays available.

1. Open the sales order’s Quick Actions menu.

   

2. Choose Create Sales Order Approval. Add the message and create or email it using the steps above.

   

Review earlier requests

1. In the approval review, open the Approval request selector.

   

2. Choose an earlier request to read its message, signature and change comment.

   

The newest request is labeled Latest. Jump to latest returns you from an older response to the current request.

Cancel a pending request

Cancellation is immediate. If a previous completed request exists, the order displays that approval again.

1. Open Approval actions, the three-dot menu beside Order Approval.

   

2. Choose Cancel Request.