Order Management
Create and fulfill orders, manage invoices, process payments, and handle trade show sales.
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?
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. 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
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 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