Order settings, e-mails and who can use Orders

Set the order prefix, numbering, colour, footer and default taxes, edit the order e-mails, choose who is notified, and give your team access to Orders.

Order settings, e-mails and who can use Orders

An administrator sets up Orders once for the whole workspace.

Settings → Sales & finance → Orders

Order settings tab

Setting	What it does
Order prefix	Text in front of the number, for example "ORDER #".
Order color	Colour of the order document and PDF. When empty, the invoice colour is used. The layout follows your invoice style.
Initial number of the order	Start numbering from a higher number. It must be larger than the last order number.
TAX and Second TAX	The taxes of store orders for clients without a default tax.
Order footer	Text printed at the bottom of every order PDF.

Order status tab

Your statuses, in order. See Order statuses: set them up and keep clients informed.

Order custom fields are in Settings → Custom fields → Orders; tick Show in order to print one on the PDF.

E-mails and notifications

Event	When	Who can be told
New order received	An order is placed in the store, by a client or your team.	Team members and teams
Order status updated	Your team changes an order's status.	The client's contacts, the contact who ordered, team members and teams

Choose the recipients in Settings → Notifications (category Order) and edit the texts in Settings → Email templates (group Order). Both e-mails include the order PDF and a Show Order button.

Who can use Orders

In Team → Roles, the Orders section asks Can access orders?: No or Yes. Yes gives access to every order and to the Store.
Administrators always have access.
Clients see the Store and their own orders when Client can access store? is ticked in Settings → Client portal → Client permissions. They can place orders and download them, but not change, delete or re-status them.

To switch the module on or off: Settings → Modules → Order.

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Friday, 23 October 2026, 12:14 PM

Created by: Konstantin Stojanovski

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