Viewing Orders
Navigate to Sales Orders in the sidebar. You have two view options:Table View
Traditional list format, best for searching, filtering, and bulk operations
Kanban View
Visual board with columns for each status, best for seeing your pipeline
Creating an Order
1
Click New Order
Click New Order in the top right
2
Select Customer
Search for and select the customer. Their pricing tier applies automatically.
3
Choose Shipping Location
Select which of the customer’s locations to ship to
4
Add Products
Search for products and enter quantities. Prices calculate based on the customer’s tier.
5
Review & Save
Review the order total and click Save
Order Statuses
| Status | Meaning |
|---|---|
| Draft | Order is being created, not yet confirmed |
| Confirmed | Order is finalized and ready to process |
| Processing | Order is being picked and packed |
| Shipped | Order has been dispatched to carrier |
| Delivered | Order has reached the customer |
| Cancelled | Order was cancelled |
Changing Status
- Single order: Open the order and select new status from dropdown
- Kanban view: Drag order card to a different column
- Bulk update: Select multiple orders and use Update Status action
Order Fields
| Field | Description |
|---|---|
| PO Number | Customer’s purchase order number |
| Order Date | Date the order was placed |
| Customer | Customer account |
| Ship To | Delivery location |
| Status | Current order status |
| Total | Order total amount |
| Notes | Internal or customer-facing notes |
Processing POs via Email
You can create orders automatically by forwarding purchase orders to Buddy.1
Get Your Email Address
Find your unique forwarding email in Settings → Integrations → Email
2
Forward PO
Forward the purchase order email (with PDF, Excel, or CSV attachment)
3
Review Draft
The order appears in your queue as a draft for review
4
Approve
Verify the details and approve the order
How Buddy Matches For You
When you forward a purchase order or create an order, Buddy automatically does the heavy lifting:Customer Matching
Buddy looks at the PO and tries to find the right customer in your system by comparing:- Company name
- Email address
- Phone number
- Billing address
- Confident match: The customer is selected automatically
- Possible match: Buddy suggests a customer but asks you to confirm
- No match: You’ll be asked to select or create the customer
Product Matching
For each line item on the PO, Buddy finds the matching product by comparing:- SKU or item number
- Product name
- Description
- Matched: Product found and added to the order
- Possible match: Buddy suggests a product for you to confirm
- Unmatched: The item needs manual selection
Automatic Assignments
Once a customer is matched, Buddy automatically applies:| Setting | How It’s Applied |
|---|---|
| Price Tier | Customer’s assigned tier determines all product pricing |
| Stock Location | Customer’s default warehouse is selected for fulfillment |
| Shipping Address | Customer’s saved locations are available to select |
| Payment Terms | Customer’s terms are applied to the order |
When Review Is Needed
Items that can’t be matched confidently appear in Data Reviews. You’ll see reviews when:- A customer name is similar but not exact
- A product SKU doesn’t exist in your catalog
- Pricing seems unusual compared to history
- Required information is missing
Editing Orders
Click any order to edit:- Add or remove products
- Change quantities
- Update shipping location
- Modify notes
Creating Invoices
To create a QuickBooks invoice from an order:- Select one or more orders
- Click Create Invoice in the actions
- The invoice is created in both Buddy and QuickBooks
Bulk Actions
Select multiple orders to:- Update Status: Change status for all selected
- Create Invoices: Generate invoices for all selected
- Export: Download as CSV
Filtering Orders
Use filters to find specific orders:- Status: Filter by order status
- Customer: Filter by customer account
- Date Range: Filter by order date
- Channel: Filter by order source (manual, email, Shopify, etc.)
Order History
Every order maintains a complete history:- Status changes with timestamps
- Who made each change
- Original vs. modified values