shopVOX Pro – Quote to Invoice Cheat Sheet - Lifecycle of a transaction

Aaron Aldrich Updated by Aaron Aldrich

Ensure every order moves cleanly from Quote → Completion without fulfillment or invoicing issues.

This document will help clarify the end‑to‑end order lifecycle in shopVOX Pro, specifically the correct flow of a transaction from Quote → Sales Order → Purchasing → Receiving → Job Completion → Invoicing.

1. Quote → Sales Order

✅ Create a Quote for the customer

✅ Review pricing, quantities, and descriptions

✅ Send Quote to customer for approval

✅ Convert Quote to Sales Order once approved

Key Note

Use Send review email feature instead of Email PDF. This article explains this process.

2. Sales Order (Active Work)

✅ This is your Order details during production

From the Sales Order you can:

  • Take payments or deposits
  • Email an Invoice PDF (without converting to invoice)

⚠️ Do NOT convert to an invoice until the job is 100% complete

  • Create Jobs
  • Create Purchase Orders or Add to Needs Purchasing list

3. Purchasing (Materials)

✅ Go to Needs Purchasing icon

✅ Filter by Vendor (e.g., Grimco, Feller's, SanMar,S&S)

✅ Select multiple items → Create Purchase Order

Key Notes

  • POs do NOT place orders with vendors
  • POs = internal tracking & purchasing promise
  • Multiple Sales Orders can roll up into one PO

📌 Use Print Grid / Receiving Grid PDFs for apparel ordering reference, receiving & QC checklist

4. Receiving & Quality Control

✅ Receive incoming goods

✅ Verify:

  • Correct quantities
  • Correct colors
  • Correct styles

📌 Quality Control Tip

Especially important for outsourced custom items - Catch issues before production starts

5. Jobs & Production Management

✅ Jobs are created from Sales Order line items

✅ Rename line item titles on the Sales order which will become the job titles for clarity

Instead of:

  • Banner
  • Sign
  • Embroidery Apparel

Use:

  • Sales Special Event Banner
  • Lobby Sign with Company Logo and Tagline
  • Employee Embroidered Caps

Job Board Views

List View (operations-friendly)

Card View (visual workflow)

Calendar View (schedule-based)

✅ Create Personal, Collaborative, or Locked views

✅ Filter by:

  • Assigned user
  • Workflow type (Digital printing, Vehicle wrap, Screen Print, Embroidery, etc.)

Tasks (Internal Reminders)

✅ Add Tasks inside Jobs for ad‑hoc reminders

Examples:

“QC thread colors”

“Verify vendor invoice”

"Fill out and submit permit application"

✅ Assign to a user

✅ Set a due date

✅ View tasks on the Dashboard

🔔 Task Notifications can be In‑App only, Email only or both

Assets, Notes & Proofs

✅ Upload Assets:

  • customer website Artwork files
  • Vendor files
  • Excel team name lists

✅ Use Notes for internal details

✅ Use Online Proofing feature for customer approvals

📌 Everything here is permanently stored with the job

6. Job Completion → Invoice

✅ Job completed

✅ Final QC passed

✅ Now convert Sales Order → Invoice

✅ Invoice is available to sync to QuickBooks

Golden Rules

✅ Sales Orders = Active work

❌ Don’t invoice early

✅ Use POs for visibility of ordered materials

✅ Rename line items for clear job titles

✅ Use tasks instead of paper sticky notes

✅ Keep quotes, sales orders, and jobs clean

How did we do?

How to Issue Refunds and Credit Memos - shopVOX Pro

Contact