18. Orders & Deposits (Pro)

Turn an accepted quote into a job you can bill, collect deposits on, and track to zero balance.

Note: Orders, deposits, and installments require an active Pro subscription.

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18.1 Overview

Quote vs. Order vs. Invoice

This is the single most common source of confusion. The three documents are not the same thing, and each one exists for a different reason:

Document	What it is	When it exists	What it does
Quote	Your proposal — a price you are offering	Before the customer says yes	Can be edited, resent, expired, rejected
Order	The accepted job — locked scope and price	After the customer accepts and you convert the quote	Runs the job: deposits, installments, payment status, QuickBooks
Invoice	The bill you send to get paid	Generated from the order	Carries the amount due, the due date, and the payment record

The short version: a quote is a promise, an order is the work, an invoice is the bill. One order can have several invoices (a deposit invoice plus installment invoices), and every invoice generated from an order traces back to it. You can also create standalone invoices that belong to no order.

Why the order matters even though the invoice collects the money: the order is what freezes the price. Once a quote becomes an order, the items and totals are copied onto the order and stop following the quote. Editing the quote afterwards does not change what you agreed to charge. The one exception: accepting a replacement revision of the quote rebuilds the order from the new revision.

Open your orders from Orders in the side menu (under Projects).

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18.2 Creating an Order from a Quote

Orders come from a quote: either when you tap Create Order, or automatically when the quote is accepted if your company turned on auto-create. QuickBooks invoices can also be imported as orders.

1. Open the quote (Quotes in the side menu, then tap the quote).
2. Tap Create Order.
3. Review the confirmation dialog. It shows the total, the payment terms, the deposit amount, and what will happen next.
4. Tap Create Order to confirm.

You land on the new order's detail screen.

What gets carried over from the quote

Carried over	Detail
Client & project	The order attaches to the quote's project and, through it, to the client
Bill To	If the quote billed a partner account instead of the client, that carries
Line items	Every priced item, exactly as quoted
Subtotal, discount, tax, total	Locked at the values on the quote
Square footage	From the project's latest drawing
Drawing snapshot	A frozen copy of the drawing as it was the day the order was created
Salesperson	Whoever is named on the quote
Payment terms	Deposit percentage/amount, number of installments, payment due date
Commission setup	Rate, type, and recipient — see 16.1 Setting up Commissions
Notes	The quote's notes

An order number is generated automatically, and the sale date is set to today.

The project moves forward too

Creating the order advances the project on the Kanban board to the stage your company mapped to "quote accepted" (Approved by default). You can change or switch that off in Settings > Workflow Designer.

When the app stops you

A few company rules can block order creation. Each one shows a dialog explaining what is missing, and most of them let you continue once you supply what is needed:

Blocker	Why it happens	What you can do
No one to bill	The project has neither a client nor a bill-to account	Open the project and assign a client or an account, then try again
Quote not accepted	Only quotes in Sent or Accepted convert	Send or accept the quote first
PO number required	The client has "Purchase Order Required" set	Enter the PO number in the dialog — the order is retried with it
Credit limit exceeded	The client's outstanding balance plus this order passes the limit	Review the numbers and choose Proceed with override
Contract not signed	Your company requires a signed contract before ordering	Send the contract, or choose to proceed without it
Deposit not collected	Your company enforces deposit-before-order	While the deposit is pending, Create Order is hidden on the quote: collect the deposit first

One order per quote

A quote can only be converted once. Once an order exists, Create Order is disabled and the quote lists the order under Related Orders.

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18.3 Reading the Orders List

Open Orders from the side menu. The header shows live totals across all orders:

Card	Meaning
This Month	Revenue booked this month, with the order count underneath
Unpaid	Orders with no payment yet, and their balance (partially paid orders are not counted here)
Export	Orders not yet pushed to QuickBooks (QuickBooks users only)
Attention	Orders whose QuickBooks export failed (only when there are any)

Columns in the table view

Column	What it shows
Order	Order number/name
Client	The client on the project (or the lead name captured at creation)
Project	Project code badge plus project title
Status	Order status — see below
Total	The full order value
Payment Status	Unpaid, Partially Paid, Paid, or Refunded
Balance Due	What is still owed — red when above zero, green at zero
Created At	When the order was created

Order statuses

Status	Meaning
Active	The normal state — the job is live
Completed	The job is finished: tap ⋮ > Mark as Completed on the order, or move the job to Completed when your invoice settings bill only on completion
On Hold	Paused (set by integrations; the order screen has no button for it)
Cancelled	The order was cancelled; most actions are no longer offered

Payment statuses

Status	Meaning
Unpaid	Nothing received yet
Partially Paid	Some money in, balance still due
Paid	Balance is zero
Refunded	Money was returned to the customer

Hiding money from the screen

If your company uses Financial Visibility, totals and balances appear as *** for team members who are not allowed to see pricing. See Settings > Financial Visibility.

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18.4 Searching, Filtering & Views

The filter panel is open when the screen loads; the search/close icon in the header hides or shows it. Everything applies immediately — there is no "Apply" button. Search and filters look through all your orders, not only the ones on screen; without any filter the list shows your 20 most recent orders, and a filtered list shows up to 100 matches.

• Search box — matches order name, order number, client/lead name, account name, salesperson, and PO number.
• Status chips — filter by order status.
• Payment chips — filter by payment status.
• QuickBooks chips — filter by export status (only when QuickBooks is connected).
• Overdue only — shows orders past their payment due date that are not fully paid.
• Has balance due — shows every order that still owes money, whatever its due date.
• Sort — by created date, sale date, due date, amount, balance due, or client, with an arrow chip to flip the direction.
• Date range — a From/To pair at the bottom of the panel.
• Minimum / Maximum — an amount range in your currency. Type a floor, a ceiling, or both; the list narrows as you type.

When a filter is active, Clear all resets the chips, ranges and sort (the search text stays).

Grid view vs. table view

The icon next to search toggles between the two layouts:

• Grid view — cards, one per order, showing total, payment status, invoice status, project code, square footage, salesperson, sale date, and balance. Best on phones and tablets.
• Table view — dense rows with the columns listed in 18.3, plus checkboxes for selecting several orders at once. Best on a desktop.

Your choice is remembered per screen.

Selecting several orders

In table view, tick the checkbox on each row (or the header checkbox to take the whole page), then use Bulk actions in the bar at the bottom to delete the selection. In grid view, swipe an order card left to delete it. Both need permission to edit orders.

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18.5 Deposits

A deposit is money collected before you commit shop time to the job. The deposit rule lives on the quote (percentage or fixed amount) and travels to the order when you convert.

Asking for the deposit

When an order carries an unpaid deposit, a Deposit Pending card appears on the order screen showing the amount owed. From that card you can:

1. Tap Send email to email the customer a deposit request. A dialog opens with the customer's email pre-filled and a live preview of the exact message they will receive — subject line included. Correct the address if needed and tap Send.
2. Tap Record Manual Deposit when the customer pays you directly (cash, check, card in the shop). Enter the amount and method, and the deposit is marked as received. The Deposit recorded successfully message then offers Send Payment Receipt for a few seconds: tap it to e-mail the customer proof of the deposit, with the client's e-mail suggested. The same receipt can be sent later from the payment row on the project.
3. Tap Link to existing QuickBooks payment to reconcile against a payment already recorded in QuickBooks (QuickBooks users only).

Where the deposit ends up

Once a quote has become an order, the deposit is collected through the order's invoice. Besides the email request and manual recording, the order's ⋮ menu has Payment link via WhatsApp, which sends the customer the portal payment link.

After the deposit lands

Once the deposit is received, the invoice for the job is generated and the deposit is applied against the balance. The deposit also shows up in the Payment History card on the order, tagged Deposit, so you can always see the money separately from later payments.

Making the deposit mandatory

If you want the app to refuse order creation until the deposit is paid, turn on the deposit-before-order rule in your payment terms settings. Create Order then stays hidden on the quote until the deposit is in. Accepting the quote still offers to create the order with an explicit "proceed without deposit" confirmation, so an urgent job is never fully blocked.

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18.6 Payments & Balance Due

The Financial Summary card on the order screen is the running scoreboard:

Line	Meaning
Subtotal	Work before discount and tax
Discount	Shown only when there is one, in green with a minus sign
Taxes	Shown only when tax applies
Total	What the job costs
Paid	Everything received so far, deposit included
Balance Due	Total minus paid — orange while money is owed, green at zero
Due date	The payment due date, with an edit icon to change it

Recording a payment

1. Open the order.
2. Tap the Record Payment button at the bottom right (not shown on paid or cancelled orders).
3. If an invoice still has a balance, the app opens that invoice: record the payment there.
4. If the order has no invoice yet, a dialog records the payment on the order itself. It is credited to the invoice when one is generated.

The order updates as soon as you come back: Paid rises, Balance Due falls, and the payment status moves Unpaid → Partially Paid → Paid on its own. You never set payment status by hand.

After you save, the confirmation tells you where the money stands instead of just closing: "INV-… still owes $X" with a Record another payment button while a balance remains, or "INV-… paid" (with a shortcut to the next open invoice for that client, when there is one) once it is covered. A payment recorded straight on an order answers the same way with the order's balance. A check that covers several invoices names the one still short first.

Payment History

The Payment History card lists every payment tied to the order, newest first, with the record count in the header. Each entry names the method and, when the money was matched in QuickBooks, says so. A deposit appears here with its own tag. To delete a payment recorded in error, long-press its row (a tap opens the payment); the confirmation shows the amount. The quote deposit row cannot be deleted here.

Changing the due date

Editing the due date on the order changes when the balance is considered late, and therefore whether the order shows up under the Overdue only filter. It does not move any installment dates — those are edited in the installment schedule (18.7).

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18.7 Installments (Payment Plans)

When the quote's payment terms said "installments" (or required a deposit), the order's invoice carries a payment plan. Once that invoice exists, the plan appears on the order screen as the Installment Schedule card, showing the number of installments and whether the plan is active.

Each row shows the installment number, its due date, and its amount:

• A green check with the label struck through means paid. Paid rows also say how the money came in ("paid via Check", or "via QuickBooks").
• An orange warning means the due date has passed and it is not paid.
• An empty circle means pending.

Editing a single installment

Tap any unpaid installment row. Paid installments are locked — the app will not let you rewrite settled money.

In the dialog you can:

• Change the Amount.
• Change the Due Date with the date picker.
• Tap Save.

Splitting an installment

From the same dialog, tap Split. The installment opens as a list of parts, pre-filled as two even halves 30 days apart. From there:

1. Edit the amount and date of each part.
2. Tap Add Installment to add another part (up to 12), or the × on a row to remove one (a split always keeps at least two parts).
3. Tap Split when the parts add up to the original installment amount — the dialog blocks it until they balance.

Redistributing the balance

When two or more installments are still unpaid, a Redistribute Balance button appears at the bottom of the card. Use it when the plan needs reshaping rather than a single tweak.

1. Tap Redistribute Balance. Paid installments are excluded — only what is still owed is on the table.
2. The banner at the top shows the total to distribute and how much is still unassigned. It turns green when the numbers balance.
3. Edit any amount or due date directly in the list.
4. Tap Add Installment to append a new one, or the delete icon to drop one.
5. Tap Redistribute to spread the outstanding balance evenly across the rows in one shot.
6. Tap Save. The button stays disabled until the total balances exactly.

Add an installment, keep the total

Adding an installment does not increase what the customer owes — it splits the same balance into more payments. That is why the dialog insists on a balanced total before saving.

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18.8 Generating the Invoice

An order shows its invoices in the Invoices card.

• If there is no invoice yet, the card offers Generate Invoice.
• If invoices exist, each one is listed with its number, status, and amount. Tap one to open it.

To generate an invoice: tap Generate Invoice, review the confirmation, and confirm. You are taken straight to the new invoice.

Billing by installment

Companies that bill installment by installment (rather than one invoice for everything) see a different rhythm:

• The first invoice covers the deposit or the first installment.
• The next invoice is generated automatically when the previous one is paid. You do not create them by hand.
• All tax is charged on the final invoice. The deposit and the intermediate installments show subtotal only — that is expected, not a rounding bug.

While that automatic chain is running, the Generate Invoice button steps aside and the card explains what will happen next.

Invoice on completion

If your invoice settings defer invoicing until the order is completed, creating the order will not produce an invoice yet. The invoice is created when the order is completed: either you tap ⋮ > Mark as Completed on the order, or the job reaches the Completed stage, which completes its orders on its own. Any deposit already collected is credited on that invoice, and it exports to QuickBooks if you are connected. You can still tap Generate Invoice on the Invoices card at any time to bill earlier.

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18.9 Exporting the Order PDF

The PDF is built from the order's source quote, so this option appears only when the order came from one.

1. Open the order.
2. Tap the PDF icon in the header (on a phone, use the ⋮ menu > Export PDF).
3. Choose your options.
4. On a phone or tablet, tap Generate PDF. On a desktop the export opens as a preview: use Print or Download PDF (in the browser) or Save PDF / Share (in the desktop app).

Options

Option	Effect
Include Drawing	Puts the project drawing in the document
Pricing Mode	Controls how much pricing detail the customer sees

The three pricing modes:

Mode	What the customer sees	Use it when
Detailed	Price per item plus the total	The customer wants the full breakdown
Total per Area	Subtotal per area, no individual line items	You price by kitchen/bath/island and want it kept simple
Total Only	Just the total amount	You do not want your item pricing in the wild

Your company's defaults are pre-selected and marked (default) in the dialog, so the common case is one tap. Change them in your quote PDF settings.

Live preview on desktop

On a wide screen the export opens as a side-by-side dialog: options on the left, a live preview of the PDF on the right that redraws as you change the settings. On phones and tablets you pick the options first and preview the finished file afterwards.

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18.10 Sharing with the Client

Tap the link icon in the order header (or ⋮ > Share Link on a phone) to open the sharing dialog. It offers two different links, and picking the wrong one is a common mistake:

Link	What the client can do	Choose it when
Approval Link	On a quote, view it and approve or decline it. From an order the quote is already accepted, so this link only shows an "already accepted" page	Use it on quotes, not orders
PDF Link	View the PDF only	Sharing an order: the decision is already made and they want the file

Both links embed a PDF built with the same Include Drawing and Pricing Mode options described in 18.9, so set those before generating. The PDF link additionally lets you set a Valid Until date.

1. Pick the tab you want.
2. Set the drawing and pricing options.
3. Tap Generate. The link appears in the box below (generating an approval link builds and uploads the PDF first, so give it a moment).
4. Then choose how to deliver it:
5. Copy icon — copies the bare URL.
6. Copy Message — copies a ready-to-send message with your company name, the document number, and the link. This is what you want for a text message.
7. Share — opens your device's share sheet (WhatsApp, Messages, email, and so on).
8. Open — opens the link yourself to check what the customer will see.

Changing an option invalidates the link

Toggling the drawing or switching the pricing mode clears the generated link. Tap Generate again so the customer receives the version you actually intend.

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18.11 Exporting to QuickBooks

When QuickBooks is connected, every order carries an export status, shown as a small QB chip in the order header and as a chip on each card in the list. Tap the chip in the order header for a plain-English explanation of what that status means.

Status	Meaning
Not Exported	Not pushed to QuickBooks yet — export it when you are ready
Exported	In QuickBooks, and payment updates will sync
Needs Attention	The export failed; the error is shown so you can fix it and retry
Export Disabled	You chose to keep this order out of QuickBooks; it will never be synced, and it cannot be re-enabled from the order screen

To export:

1. Open the order.
2. Tap ⋮ > Export to QuickBooks.
3. Review the order name and total in the confirmation dialog.
4. Tap Export.

If the export previously failed, the same dialog shows the previous error and the button becomes Try Again. If you never want this particular order in QuickBooks, tap Disable in the dialog of the first export (the Try Again dialog does not offer it).

Updating an Order Already Exported to QuickBooks

When you edit an order that has already been exported to QuickBooks (status: Exported):

1. Do not create a new order: Edits to pricing, quantities, items, or client details stay linked to the existing QuickBooks Invoice.
2. Pushing updates to QuickBooks: Open the project's Billing card or the QuickBooks card and tap the Sync icon. The sync service updates the existing invoice lines in QuickBooks without creating duplicate records.
3. Accepted quotes vs. orders: An accepted quote in Stone Project synchronizes with the QuickBooks Estimate as Accepted. The order manages the actual QuickBooks Invoice. Superseded or rejected quotes are automatically skipped during sync so only the active scope and amounts are reflected.
4. Payment sync: Payments recorded in Stone Project sync to QuickBooks automatically when Auto Export Payments is enabled under Settings > Integrations > QuickBooks > Sync Settings (requires the Manage QuickBooks permission). If Auto Export Payments is turned off, payments remain in Stone Project until you manually sync them via the Billing card.
5. If the status is Needs Attention: Tap the red chip to read the exact error returned by QuickBooks (for example, an unmapped sales tax code or disconnected account), adjust the setting, and tap Try Again.

For the wider QuickBooks setup, see Integrations > QuickBooks.

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18.12 Cancelling vs. Deleting an Order

These are two different things and they are not interchangeable.

Action	What happens	Use it when
Cancel Order	Status becomes Cancelled. The record stays, with its history and invoices	The job is dead but you want the paper trail
Delete	The order is archived to the Trash — recoverable, never a permanent erase	The order was created by mistake
Cancel & Delete	Cancels first, then archives (not offered on an order that is already cancelled)	Mistaken order that you want to come back as Cancelled if restored

Cancelling

1. Open the order.
2. Tap ⋮ > Cancel Order.
3. Confirm.

Cancelling an order that has money on it

If the order is Paid or Partially Paid, the app asks twice, and warns that cancelling a paid order may require you to refund the customer manually. The app does not issue that refund for you.

Once an order is cancelled, Export to QuickBooks, Payment link via WhatsApp and Record Payment disappear. The invoice, sharing and PDF actions stay available, and so does deleting the record.

Deleting and restoring

Deleting archives the order rather than erasing it. To bring one back, open Orders, tap the trash icon in the header, and restore it from the Orders tab of the Trash.

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