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Get a project proposal accepted and paid

How your customer accepts an Allmoxy project proposal: they log in, review it, click Submit Order and pay any deposit, and the order moves to Authorized.

Your customer accepts a project proposal themselves: they log in to your ordering site, open the order, review the proposal and click Submit Order. If their payment term asks for a deposit, they pay it right then, and the order moves from Bid to Authorized.

Applies to: project orders, for customers who log in to your ordering site. Online payments need Stripe connected to your account.

In this article

Before you start

A few things need to be in place before you send the customer to their proposal:

  1. The order has at least one proposal line. A project order can't leave Bid without one. See Start a project order and build the proposal.
  2. Your customer has a login and can open the order. Customers see the orders they're the contact on (or entered), so make sure the person accepting is the order's Contact, or is allowed to view any order for their company.
  3. They have the right permissions. Submit Orders lets them accept, and Make Payments lets them pay online (it's under Company Permissions on their company). To see your proposal on the order's output pages, they also need View Invoice.
  4. Your proposal output page is visible to customers. Set the page you use for proposals to show to customers. See Guide: Output pages.
  5. Their company has the payment term you want. Use a Deposit Required term to collect a deposit when they accept, Pay Before Processing to collect the full amount, or a Standard Net term to invoice later. See Require a deposit before production.
  6. Stripe is connected, if you want them to pay online. See Set up Stripe to take payments online.

What your customer does

Tell your customer the proposal is ready and ask them to log in and open the order. Then they:

  1. Open the order. On a project order, your customer sees the Discover and Design steps along with the order itself.
  2. Review the proposal on the output pages you've made visible to them.
  3. Click Submit Order. If you've turned on Always show terms and conditions when submitting order in Settings > E-commerce > Order Settings, they see your Terms and Conditions first.
  4. Pay, if their term asks for it:
    • Deposit Required: they go to the payment screen with the deposit as the minimum, and pay by card or bank account. The payment places the order.
    • Pay Before Processing: the same, for the full amount.
    • Standard Net: there's no payment step. The order moves on, and the invoice comes due at the status set on their term.

Either way, the order moves from Bid to Authorized.

Check that it worked

  • The status in Order Info reads Authorized, and Status History shows when it changed.
  • If they paid, the payment shows on the order's invoice.

To hear about it the moment it happens, set up a trigger on the order status changing to Authorized that emails your team. See Intro to Triggers.

After your customer accepts

Review the order, then move it to Confirmed yourself when you're ready to build. Project orders don't auto-verify, so this step is always yours.

On a Deposit Required term, the next payments come due as the job reaches the statuses on the term. Project terms can use Confirmed, In Production, Ready To Install, Shipped and Installed. See Move a project order through its statuses.

Things to know

  • The deposit step runs only when your customer submits. If someone on your team moves the order to Authorized instead, there's no payment prompt and nothing is charged. The deposit still comes due; your customer pays it, or your team takes the payment.
  • The Pay button on an output page appears only after the order is placed, for people with Make Payments, while the invoice still has a balance. At Bid, the deposit is paid through Submit Order.
  • After you confirm the order, opening it takes your customer to your default invoice page.
  • Want a signature too? Add an e-signature box to your proposal output page. Your customer still accepts the proposal by submitting the order. See E-signature box on output pages.
  • Customers can't start a project order. You create it, and they accept it.

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