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.

Related Video Link: Lifecycle of a Transaction shopVOX Pro

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

✅ Rename line item titles on the Quote. These are the names for the customer pdf and which will become the job titles later on for clarity

Instead of:

  • Banner
  • Sign
  • Embroidery Apparel

Use:

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

✅ Send Quote to customer for approval

✅ Convert Quote to Sales Order once approved

Key Note

Use Send review email feature for the online approval tool instead of Email PDF. This article explains this process.

2. Sales Order (Active Work in Progress)

✅ This is your Order details during production

✅ Sales Orders focus on financials

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) (Optional)

✅ 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 (Optional)

✅ 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

✅ Jobs are focused on the production side of Work in Progress

✅ Use Online Proofing feature for customer approvals

✅ Custom 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.)
  • Steps
    ✅ Various Production Management Tools, use what you need

6. Job Completion → Invoice

✅ Job completed

✅ Final QC passed

✅ Now convert Sales Order → Invoice

✅ Invoice is available to sync to accounting platform via Post to Accounting

Additional Shop Management and Organizational Tools:

Tasks (Internal Reminders)

✅ Add Tasks inside Jobs for ad‑hoc reminders

✅ Electronic To-do list

Examples:

“Machine Routine Cleaning Schedule”

“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

❌ Not meant for regular production activities, that is the function of workflows

Assets, Notes & Proofs

✅ Upload Assets to Customers, Transactions and Jobs:

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

✅ Use Notes for internal details

❌ Not meant for proofing purposes. Use Online Proofing feature for customer approvals, not assets

📌 Everything here is permanently stored with the job

Golden Rules

✅ All communication in shopVOX with details

✅ Sales Orders = Active work

❌ Don’t invoice early

✅ Use POs for visibility of ordered materials

✅ Rename line items for clear customer transactions and 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 (non shopVOXPay Process) - shopVOX Pro

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