Order Management
Create and fulfill orders, manage invoices, process payments, and handle trade show sales.
Adding Customer Addresses on the Fly
When the Ship To Dropdown Is Empty You opened an order for a customer who has no shipping or billing address on file. You used to have to leave the order, go to the customer's profile, add the address, and come back. Not anymore. Adding an Address Inline On the New or Edit Order page, under the Ship To or Bill To dropdown, you'll see a small link: Add new shipping address Add new billing address Click either link. A panel opens with fields for street address, apartment / suite / unit / floor, city, state, and ZIP. A radio at the top lets you pick whether the new address feeds the Shipping or Billing dropdown (defaults to whichever link you clicked). Fill it in and click Save Address. The dropdown refreshes and the new address is auto-selected for you. The address is saved on the customer — it'll be available for future orders too. What Gets Validated Street address is required. Country defaults to US. You can use the same panel to add a shipping address one moment and a billing address the next — just flip the radio. Heads up: This adds a brand-new address. If you want to edit an existing address (fix a typo in a ZIP, change a street name), open the customer's profile from Customers and edit there. See also: Customer Management Basics, Importing a Purchase Order with AI
Creating Orders
How to Create a Sales Order New Order Click Orders → + New Order Select a Customer (optional for walk-in sales) Choose the Warehouse the order ships from Add line items by searching for products Adding Line Items For each item: Search by product name or SKU Select the product (or variant) Enter the quantity Price auto-fills from the applicable price tier Adjust price if needed (manual override) Order Options Option Description Order Type Standard, Trade Show Sales Rep Assign a team member Warehouse Which warehouse fulfills this order Shipping Address Customer's delivery address Notes Internal notes visible to your team Saving Save as Draft — Save without confirming (can edit freely) Confirm Order — Locks the order and begins fulfillment workflow Tip: For trade show orders, select "Trade Show" as the order type. This tags the order for trade show reporting and can use the simplified mobile trade show interface. See also: What Are the Different Order Statuses?, Order Fulfillment Process, How Do I Create a Pick List?, Invoicing from Orders
Customer Groups and Volume Pricing
Organizing Customers into Groups Customer groups let you segment your customer base for pricing, reporting, and targeted communications. What Are Customer Groups? Groups are logical collections of customers. Common examples: Group Use Case Wholesale B2B buyers who get volume pricing VIP High-value repeat customers Trade Show Customers acquired at events Regional Customers grouped by geography Creating a Group Go to Customers → Groups tab Click + New Customer Group Enter a Name and optional Description Click Create Adding Customers to Groups From the group detail page, click Add Customers to search and add members. You can also remove customers from the group at any time. Volume Pricing with Groups Combine customer groups with Price Tiers for automated B2B pricing. When a customer in the "Wholesale" group places an order, they automatically see wholesale pricing. Tip: Use customer groups with the Marketplace to control which products and prices different buyer segments can access. See also: Price Tiers, Creating Orders
Filtering and Searching Orders
Finding Orders Quickly Use filters and search to manage large volumes of orders efficiently. Search The search bar on the Orders page searches by: Order number Customer name Product SKU (within order items) Filters Click the Filter button to filter orders by: Filter Options Status Draft, Confirmed, Processing, Shipped, Delivered, Cancelled Customer Select from your customer list Date Range Created date range Order Type Standard, Trade Show Warehouse Source warehouse Sorting Click any column header to sort by that field. Click again to reverse the sort order. Advanced Filter Combinations Combine multiple filters for precise results. For example: Status: Processing + Warehouse: Main DC — see all orders being picked in a specific warehouse Customer: Acme Corp + Date: Last 30 days — recent orders from a key account Order Type: Trade Show + Status: Draft — incomplete trade show orders needing follow-up Exporting Filtered Results After applying filters, click Export CSV to download only the filtered orders. This is useful for creating reports, sharing with team members, or importing into accounting software. Bulk Actions Select multiple orders to perform bulk operations like printing pick lists or exporting to CSV. See also: What Are the Different Order Statuses?, How Do I Create a Pick List?
Importing a Purchase Order with AI
Skip the Re-Typing When a customer sends you a PO as a PDF, photo, or pasted email, WareSquared can read it for you and pre-fill an order so all you do is review and confirm. Where to Start From the Orders page, click + New from Purchase Order (or paste a PO into the text box on the new-order page). Upload the PO file (PDF, PNG, JPG, or HEIC — iPhone photos work) or paste the text. AI extracts the customer, line items, prices, quantities, and unit types. You land on the Review Purchase Order page with a side-by-side view: the source PO on the left, the parsed form on the right. What to Check on the Review Page Customer match (top right). WareSquared compares the extracted customer name against your existing customers using fuzzy matching, so "McLogan Supply" matches "McLogan Supply Company". You'll see one of three labels: — matched → exact existing customer, dropdown is pre-selected — close match: X (auto-selected, please verify) → fuzzy match; review and confirm — no match, defaulting to Create new → new customer form is open Line items. Each row shows the description, quantity, unit price, and total. Watch for these price hints: "from catalog" badge — we matched an existing product "total ÷ qty" badge — we back-derived the unit price from the line total (use this to catch quantity mistakes — if a PO says "5 rolls @ $230" but the line total is $230, the AI extracted the quantity wrong) "converted from yard" badge — we converted from the PO's unit (e.g. 163 yards) to your stocking unit (3 rolls × 54.5 yds), with price adjusted accordingly How Sure Are We About the Match? Each matched line carries a small badge under the product dropdown telling you how it was matched, so you know which rows to double-check: Green "Auto-matched" — a confident match on a strong SKU or name signal. Usually safe to trust. Amber "Review match" — we matched on a weak signal (no strong SKU or name overlap), so it's a likely-but-not-certain guess. Verify this is the right product — and fix it with the dropdown if it isn't — before creating the order. "Learned" — remembered from a prior PO where you confirmed this term mapped to this product. "AI suggested" — matched by AI from your catalog; please verify. Amber "Will create new" — nothing matched, so a brand-new standalone product will be created. Out-of-Stock Lines: Add Inventory Without Leaving If a matched product has no available stock, the line shows an "Out of stock" badge (or "Low: N on hand" when there's some but not enough) plus an Add inventory → link. Click it and a small Add inventory modal opens right on the review page. Enter a Quantity and pick a receivable Location (warehouse bin), then click Add to inventory. The stock is added inline and the line's badge flips to green (In stock ✓) — you never leave your in-progress review. This is optional. An out-of-stock line doesn't block creating the order; the Add inventory step is just there if you want to receive the goods at the same time. Pricing tier. Pick the tier this PO should price at (Retail, Wholesale, Distributor…). Per-line catalog prices update instantly. Manual product override. If a line was guessed wrong, pick the right product from the dropdown. Next time the same description appears, WareSquared will remember the match — that's the alias learning loop. To do a one-off pick without teaching the system, check Skip learning on that row. No-Price Lines Won't Slip Through at $0 If any line has no price, WareSquared won't silently create the order at $0. The line is flagged with an amber "⚠ No price — set one or mark free" hint, and trying to create the order is stopped until you either: Set a unit price on each flagged line, or Check the "These lines are intentionally free ($0)" box (near the Create Order button) to confirm the $0 is on purpose — for free samples, comps, and the like. This guard exists so a missing price can't quietly turn into a $0 sale. If you create the order without resolving it, you'll see a banner listing exactly which lines still need a price. When You're Happy Click Create Order. The order is created at the selected customer, with all line items, prices, and unit conversions applied. Tip: PDFs and PNGs render in-line for review. iPhone HEIC photos get auto-transcoded to JPEG so they preview correctly even in Chrome / Firefox / Edge. See also: Adding Customer Addresses on the Fly, Teaching WareSquared Product Aliases
Invoicing from Orders
Generating Invoices Create professional invoices directly from confirmed orders. Creating an Invoice Open a Confirmed or later status order Click Create Invoice The invoice auto-populates with order line items, quantities, and pricing Review and adjust if needed Click Save Invoice Details Each invoice includes: Invoice number (auto-generated) Customer billing info Line items with quantities and unit prices Subtotal, tax, and total Payment status Downloading PDF Click Download PDF on any invoice to generate a professional PDF document you can email or print for your customer. Recording a Payment When a customer pays you outside the app — a check, ACH transfer, cash, or a card you ran over the phone — record it on the invoice with the Mark as Paid button on the invoice page. (It's hidden once the invoice is already paid.) Marking an invoice paid: Sets the invoice status to Paid and stamps the date the payment was received. Does not charge a card — it only records money you already collected elsewhere. (To charge a card through a gateway, process the payment on the order instead.) Feeds the invoice dashboard KPIs at the top of the Invoices page: it rolls into Paid this month and into Avg. days to pay (the average gap between an invoice's date and when it was paid, over the last 90 days). You'll be asked to confirm: "Mark this invoice as paid? This records payment received outside the app." Note: Only Managers and Admins can mark invoices paid — sales reps can view invoices but can't record payment. Marking an invoice that's already paid does nothing (you'll just see "Invoice is already marked as paid"), so there's no harm in double-clicking. Payment Terms Set payment due dates on invoices: Due on Receipt — payment expected immediately Net 15 / Net 30 / Net 60 — payment due within the specified days Custom — set any due date manually Invoice Templates and Branding Invoices automatically include your company logo, address, and contact information from your Company Settings. Customize these in Settings to ensure professional-looking documents. Emailing Invoices Click Email Invoice to send the PDF directly to the customer's email address. The email includes a summary of the invoice and the PDF as an attachment. Invoice Management View all invoices from the Invoices page in the main navigation. Filter by: Customer Date range Payment status Amount range See also: Payment Processing, Creating Orders
Moving Items Between Shipments
When You Can't Ship Everything at Once Order has 20 lines but 3 of them are out of stock right now? You don't need to delete the order or block the other 17 lines. Drop a Line from a Shipment Open the shipment from the order page (the Shipments row). In the Items in this shipment table, find the lines you can't fulfil today. Set their This Shipment Qty to 0. Click Save Shipment. The zeroed lines are removed from this shipment. The order itself — and the underlying line items — are untouched, so the items remain available for a future shipment when stock comes in, or for a partial refund. Adding the Dropped Items to a New Shipment From the order page, click + New Shipment. Only the unshipped quantities are pre-filled on the new shipment. Set the qty for the lines you're now able to fulfil; leave the rest at 0 to skip them again. Save the shipment. Now your order has two shipments — one for what shipped today, one for what shipped later. The order page shows both, each with its own tracking number once you buy a label. Why You'd Do This Instead of Splitting the Order Same invoice, same customer, same PO number. No reconciliation work for your A/R team. The customer sees one order when they ask about status — multiple shipments under one order is normal in B2B. Pick lists per shipment — each shipment generates its own pick list when you click Generate Pick List on that row. Tip: If you don't expect a line to ever ship (cancelled item, customer changed their mind), edit the order itself and remove that line. Use the shipment-zero trick only when you'll ship it later. See also: Handling Insufficient Inventory, Pick Lists Per Shipment
Order Fulfillment Process
End-to-End Order Fulfillment The fulfillment process takes a confirmed order through picking, packing, and shipping. Step 1: Confirm the Order From the order detail page, click Confirm Order. This validates stock availability and locks the order for fulfillment. Step 2: Generate a Pick List Click Create Pick List on the confirmed order. The system creates a pick list with: Product names and SKUs Quantities needed Warehouse locations where items are stored Optimal picking route (based on your picking strategy) Step 3: Pick Items Using the web app or mobile app, work through the pick list: Go to each location listed Pick the specified quantity Scan the barcode to confirm the correct item Mark each line as picked Step 4: Pack the Order Once all items are picked: Verify items against the order Pack items appropriately Print shipping labels Mark the order as Packed Step 5: Ship Enter the tracking number Select the carrier Click Mark Shipped The customer receives a shipping notification (if email is configured) Tip: Use the mobile app for hands-free picking with barcode scanning. The app guides you through locations in the optimal order and confirms each pick with a scan.
Payment Processing
Processing Payments WareSquared supports multiple payment gateways for processing customer payments, with a full authorize-capture-refund workflow. Supported Gateways Gateway Best For Authorize.net Established businesses, B2B Stripe E-commerce, online payments Square In-person and online PayPal International customers Setting Up a Gateway See How Do I Connect a Payment Gateway? for setup instructions. Payment Workflow WareSquared uses a two-step payment process for maximum flexibility: Step What Happens When to Use Authorize Places a hold on the customer's card for the order amount When the order is confirmed Capture Collects the authorized funds When the order ships or is fulfilled Void Releases the hold without charging When an authorized order is cancelled before shipment Refund Returns captured funds to the customer After shipment, for returns or disputes Payment Statuses on Orders Status Meaning Unpaid No payment action taken yet Authorized Funds held on customer's card Captured Funds collected from customer Partially Refunded Some of the captured amount returned Refunded Full amount returned to customer Voided Authorization released without charging Failed Payment attempt was declined Stored Payment Methods For repeat customers, you can securely store payment methods (card-on-file) for faster checkout: Navigate to a customer's profile Click Add Payment Method Enter the card details through your gateway's secure form (WareSquared never receives raw card numbers) The tokenized card is saved for future use Features: The first card added is automatically set as default Cards show masked numbers (e.g., Visa ending in 4242) Expired cards are automatically flagged and cannot be charged All payment activity is logged in an audit trail Payment Audit Trail Every payment action (authorization, capture, void, refund, and failures) is logged with: Timestamp and acting user Amount and transaction ID Gateway and card details IP address (when available) View the audit trail from the order detail page or the customer's payment methods section. Important: Payment credentials are encrypted at rest. WareSquared never stores raw credit card numbers — only tokenized references through your payment gateway. All payment method operations use gateway-issued nonces, never raw card data. See also: How Do I Connect a Payment Gateway?, Trade Show Orders
Quote Requests and Estimates
Handling Quote Requests Quote requests are incoming pricing inquiries from customers or marketplace buyers. WareSquared helps you prepare and send professional quotes quickly. Viewing Quote Requests Go to Quote Requests in the main navigation to see all incoming requests sorted by date. Each request shows the customer, requested products, and status. Quote Request Workflow Status Description Pending New request awaiting your response Quoted You've prepared and sent a quote Accepted Customer accepted — ready to convert to order Declined Customer declined the quote Preparing a Quote Open a pending quote request Review the requested items and quantities Set pricing for each line item (the system auto-suggests from your price tiers) Add shipping estimates — WareSquared auto-estimates packaging dimensions Click Send Quote to email the quote to the customer Converting to an Order When a customer accepts a quote, click Convert to Order to create a sales order pre-populated with the quoted items and pricing. Tip: Respond to quote requests within 24 hours for the best conversion rates. The faster you respond, the more likely the customer is to buy. See also: Creating Orders, Setting Up Your Marketplace
Trade Show Orders
Selling at Trade Shows WareSquared's Trade Show mode streamlines in-person sales at events, markets, and trade shows. Enabling Trade Show Mode Trade Show mode is available in both the web app and mobile app. On the mobile app, tap the Trade Show tab in the bottom navigation. Creating a Trade Show Sale Open Trade Show mode Scan or search for products Enter quantities Select or create a customer Process payment (card on file or new payment) Complete the sale Card on File At trade shows, you can capture a customer's payment method for future orders: During checkout, select Save card for future purchases The card is tokenized through your payment gateway For future orders, select the saved payment method This is especially useful when customers want to place follow-up orders after the event. Trade Show Order Tracking All trade show orders are tagged with the Trade Show order type, making it easy to: Filter orders by type to see all trade show sales Generate trade show-specific reports Track revenue from individual events Tip: Use the mobile app at trade shows for the fastest checkout experience. The camera scanner lets you quickly add products, and the streamlined interface is designed for high-volume in-person sales.
What Are the Different Order Statuses?
What Are the Different Order Statuses? Orders in WareSquared follow a defined workflow from creation to delivery. Status Flow Draft → Confirmed → Processing → Shipped → Delivered ↘ Cancelled Status Descriptions Status What It Means What You Can Do Draft Order created but not finalized Edit freely, add/remove items Confirmed Order is locked and ready for fulfillment Generate pick list, create invoice Processing Pick list created, items being picked Track picking progress Shipped Order has left the warehouse Add tracking number Delivered Customer received the order Mark complete Cancelled Order was cancelled Stock is released back to available Fulfillment Status Orders also track fulfillment separately: Fulfillment Meaning Unfulfilled No pick list created yet Pick List Created Pick list generated Picking Items being picked from shelves Picked All items collected Packed Items packed for shipping Shipped Handed to carrier Payment Status Payment status is separate from the order and fulfillment statuses above — it tracks whether you've been paid, not whether the goods have shipped. The two move independently: an order can be Confirmed (or even Delivered) and still be Unpaid, and an order can be Paid before it ships. It shows as its own badge on the orders list and the order detail page. Payment Badge What It Means Unpaid No payment recorded yet Authorized Card authorized (funds held) but not yet captured Paid Payment captured in full Payment Processing A charge is in flight and we're waiting on the gateway Payment Failed The charge attempt was declined or errored Partially Refunded Part of the payment was refunded Refunded The full payment was refunded Voided An authorization was cancelled before capture Note: An order with no payment activity shows no payment badge at all. Once a payment is attempted, the badge reflects where that payment stands. Changing Status Status changes happen through actions on the order detail page: Click Confirm to move from Draft → Confirmed Click Create Pick List to begin fulfillment Click Mark Shipped after packing Click Mark Delivered when customer confirms receipt
What Does "Short Stock" Mean on the Orders List?
Quick Answer The amber Short stock chip on the Orders list flags orders that meet all of these: Status is still Pending / Processing (not yet shipped) Has a fulfillment warehouse assigned No pick list has been created yet At least one line item doesn't have enough stock in the assigned warehouse to fulfil Hover the chip to see how many lines are short. What to Do When You See It Click into the order. The Fulfillment panel on the right shows exactly which products are short, by how much, and what's on hand: Insufficient inventory · 3 lines short PU Pastel Purple — Need 1, on hand 0 — short 1 Glitter Rainbow Pink — Need 1, on hand 0 — short 1 Flock Dark Purple — Need 1, on hand 0 — short 1 Your options: Restock the short lines (create a Purchase Order to your supplier — the order page links straight to it). Move the short items off this shipment so the in-stock items can ship today; the dropped lines go on a follow-up shipment when stock arrives. See Moving Items Between Shipments. Issue a partial refund if the customer agrees to settle for what's available. The chip disappears the moment all lines have stock OR a pick list is created (because at that point you've committed to fulfilling what's there). See also: Handling Insufficient Inventory