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
Add Products
Search for products and enter quantities. Prices calculate based on the customer’s tier.
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.
Learn more about email forwarding →
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