Orders
Manage the full order lifecycle from creation through completion or cancellation, including pipeline stages, order boards, and reporting.
Order lifecycle
Track every order from creation through completion. Move orders across pipeline stages, monitor progress on the order board, and keep a clear record of who completed what and when.
Every order belongs to one of five fixed stage categories. Your company controls the stage names within each category and can create, rename, reorder, or recategorize stages.
| Stage category | What it means |
|---|---|
| New | The order has been created but work has not started. |
| Planned | The order has a planned date or is scheduled for future work. |
| In progress | Work on the order is underway. |
| Done | The order has been completed and completion has been confirmed. |
| Cancelled | The order will not be completed. This is a terminal state. |
Creating orders
Create an order automatically when a customer accepts a public offer, or create one manually from a deal or lead.
From an accepted offer
When a customer accepts a public offer, Vadio creates an order with the offer lines copied onto it. The order starts in the first stage in the New category, and the related deal is connected to the order.
One accepted offer can create at most one order.
Manually from a deal or lead
Create an order from a deal or lead when you need to start work without an accepted offer. A manually created order may start with empty lines, which you can add from the order details.
Automatic order creation also provisions the customer portal account and sends the customer a password-setup email.
Completing orders
Moving an order into a Done stage requires explicit completion confirmation. The completion record includes who completed the order, when it was completed, and any note or photos you add.
A completion is recorded once. Moving a completed order into another Done stage does not require confirmation again. You can reverse completion only when no invoice has been prepared, and Vadio retains the completion history.
A stage that contains incomplete orders cannot be changed to the Done category. Review and complete those orders before changing the stage category.
Add completion notes and photos before confirming the order. They provide useful context for the team and preserve a record of the completed work.
Cancelling orders
Cancel an order when the work will not be completed. Record the cancellation reason so the order history explains why it stopped.
Cancelled is a terminal state in its own category.
Order board and list views
Switch between board and list views from the Orders page. Vadio remembers your selected view the next time you open the page.
The board groups orders by stage and supports:
- Filtering orders
- Grouping by stage
- Dragging cards between stages
- Live refresh when order changes occur
The list view provides columns for:
- Order number and title
- Customer
- Stage
- Assignee
- Planned date
- Priority
Order detail
Open an order to review and manage its operational information. The order detail includes:
- Order facts
- Linked deal
- Stage selector
- Assignee and planned date
- Completion information
- Items and order lines
- Attachments
- Customer messaging
- Invoice state
- Activity and comments
Moving an order to a Done stage opens the completion dialog. Confirm the completion and add an optional note or photos before saving.
Order reports
Use order reports to review workload, financial progress, and team performance.
| Report | What it shows |
|---|---|
| Open work | Orders that still require work. |
| Completed value | The value of completed orders. |
| Unbilled work | Completed work that has not been invoiced. |
| Order flow by category | How orders move through the stage categories. |
| Completion duration | How long orders take to complete. |
| Assignee performance | Completion activity by assignee. |
| KPI totals | Key order totals for the selected reporting period. |
Order settings
Configure the order workflow and operational defaults in order settings:
- Order-number prefix
- Pipeline stages, including stage order, category, and colors
- Service radius and capacity fields for chain operations
- Order permissions
Service radius and capacity do not limit or route orders from any source. The service radius is used when the chain routes leads to your company. Max active orders is a reporting figure only: the chain sees your active orders, counted across all order sources, as a share of that number. Reaching it does not stop new orders.