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Orders · Sales
Every order clear, from closing to full payment
One order holds the customer, products, price, owner, balance due and delivery on a single screen. You see which orders still owe money and which wait for customer confirmation, without opening a spreadsheet.
The problem
Orders are scattered across spreadsheets, chat and notebooks
Without one shared place, everyone keeps their own version. At month end, accounting has to ask each person which orders shipped and which are unpaid.
- Nobody can tell which step an order is in: confirmed, delivered, how much the customer has paid.
- Sales promise discounts on their own and managers only learn about it after the deal is closed.
- Yearly subscriptions (domains, hosting, software) expire and nobody reminds the customer to renew.
How hOne solves it
One order, one timeline
hOne creates the order from a quote or by hand, lets the customer review and confirm through a link, routes discounts through the approval levels you set, records payments as vouchers and keeps a history of every change.
Key capabilities
Standard and subscription orders
Standard orders cover one-off goods and services. Subscription orders carry a start and expiry date, a month or year period, a reminder and an auto-renew option.
Price requests and approval
Staff ask for a discount on the whole order or a single line. Set tiers by % off or amount: auto-approve, require approval or reject. Approvers can be the manager, team lead or people you choose.
Customer confirms by link
Send the order by email or "Share link". The customer reads the PDF, accepts, rejects or edits quantities. Revoke the link anytime and turn on reminder emails for customers who have not replied.
Payments and balance due
The "Collect payment" button creates a payment voucher from the order. Payment status is Unpaid, Partially paid or Paid.
Per-line stock check
Click "Check stock" to see each SKU as in stock or short. Each line has its own tax, discount and period; exclude a line from the total without deleting it.
Your own statuses and numbering
Add, edit and reorder order statuses to match your process. Number orders, stock-out slips and delivery notes with the prefix, date parts and reset cycle you choose.
Owners, notes, history
Assign the responsible staff and the salesperson, and record the revenue source. Internal notes and status changes share one activity timeline.
In the product
How it works
Create the order
Convert a quotation or click "Create order". Pick the customer and contact, add products, then check payment terms and the PDF template.
Approve price and send
Send a price request for any line that needs a discount. Once approved, email the order or share the link for confirmation.
Process and deliver
Move the order through your own statuses, create the stock-out slip, ship it and record the tracking number on the order.
Collect and follow up
Record each payment, watch balances in the "Owing" view and renew subscription orders as they near expiry.
A real workflow
A software order for Company ABC
Minh sells a 12-month software plan to Company ABC. Lan, the team lead, approves the discount; Hoa in accounting collects payment.
- MinhOpens the accepted quotation and converts it to an order. Sets the type to "Subscription", period 12 months, reminder 30 days before expiry.
- MinhRequests 8% off the software line with the $ button and a reason. The system routes it to Lan according to the configured tier.
- LanGets a notification, clicks "Approve" and adds a response note. The order updates to the new price.
- Company ABCReceives the email with the order link, reads the PDF and accepts. The order shows "Customer accepted".
- HoaCollects the first 50% with "Collect payment". The order becomes "Partially paid" with 50% still owed.
Connects with the rest of hOne
QuotationsAn accepted quotation becomes an order, and the order keeps a "From quotation" link back to the original.ContractsCreate a contract from the order or link it to an existing one; only that customer's contracts are offered.Payment vouchersCollecting on an order creates a payment voucher; paid and remaining amounts come from those vouchers.InventoryCheck stock per SKU on each line and create stock-out slips when shipping.Packing & deliveryIssued orders move on to packing, delivery and tracking numbers.
Frequently asked questions
Where do I buy and renew my company's hOne plan?
In the separate Account portal. The Orders area is for your own sales to your own customers.
Can the customer edit the order through the link?
The customer can accept, reject or change item quantities. If they edit the order, discounts and offers already applied are removed, and the customer is warned first. Links expire and you can revoke them.
Can I rename the order statuses?
Yes. Open Order settings, tab Order statuses: add, edit, delete, drag to reorder, set colour and icon, and choose which statuses allow editing, status change or cancel. The default set is Draft, Pending, Confirmed, Processing, Shipping, Delivered, Cancelled.
Are there purchase orders to suppliers?
Yes. Purchase requests and Purchase orders sit in the same Orders area, shown according to each user's purchasing permission and kept separate from sales orders.
More in this area: Sales & CRM
CustomersCustomer profiles, contacts, groups, Excel import, duplicate merge, sharing and handover.Sales pipelineStep-based opportunity board, department handover, price hiding per step, forecast and win rate.QuotationsBuild quotations, tiered discount approval, PDF and link sharing, online replies, convert to order.ProposalsSection-based proposals, multiple price options, branded PDF, internal approval, customer signing and comments.ContractsSales and purchase contracts: approval and signing flows, customer link, renewals, payment schedules, scan import.ProductsCategories, variants, several price types, minimum-margin rules, Excel or WooCommerce import, AI descriptions.