Statuses

In this section

• Why should I use statuses?
• How do I create a status?
• How do I delete a status?
• Why don't I see quote statuses on the invoices page?
• How to convert a quote to an invoice? What's the difference?
• Customizing Quotes vs Invoices
• Can you use HTML in Status Change Notifications?
• Will changing a status name affect old orders?

Why should I use statuses?

Statuses are used in Printavo to keep track of the workflow in orders.  You will be able to customize your statuses in My Account > Customize Order Statuses to mirror your workflow exactly.  

Each invoice will have one status which dictates where it is in your workflow.  Using statuses, your staff will then have a clear understanding of where each order is and where their focus should be to keep up with and optimize productivity. 

How do I create a status?

To create a status:

1. Head to My Account
2. Click on Customize Invoice Statuses
3. Click on 'Add Status'
4. Type in the status and assign a color to it then click 'Save'

How do I delete a status?

You can delete any Printavo invoice status that does not have orders attached to it or is not associated with any automation.

Assuming that a status is not tied to any orders:

1. Head to My Account
2. Click on Customize Invoice Statuses
3. Click on the 'x' next to the status
4. Hit the green 'Save button' to delete it

If there is no "x" next to a status, but that you have verified has no orders in it? Reach out to our Customer Care Team to fix it: support@printavo.com 

Why don't I see quote statuses on the invoices page?

In Printavo, there are two sections to see your current sales. The first is the Quotes page, which shows all estimates and your sales pipeline. It will help you view your opportunities to close more sales. 

The Invoices page, will show you all orders that have left the quote status. You will now see Receivables at the top to collect payments on.

Note: You can always change whether a status is a Quote or Invoice by heading to My Account > Customize Invoice Statuses.

How to convert a quote to an invoice? What's the difference?

In Printavo, when you first create a quote, it will have the status 'QUOTE' attached to it. We've found that Quotes, Invoices, Work Orders, and Packing Slips all stem from the same foundation of an Invoice.  They all show/hide different pieces of an Invoice to the customer:

A Quote is an Invoice with the word "Quote" at the top so the customer knows they are not required to make a payment at that time. A Work Order is an Invoice but with no pricing on it, etc.

When you initially create a Quote/Invoice it gets assigned to the 'QUOTE' status.  This will show a 'QUOTE' marking at the top right for customers to see. 

• Click here to learn how to manage and win more sales opportunities using your quotes pipeline.
• Click here to learn how to easily track money owed using your invoice list.

Customizing Quote vs Invoice

You can customize which statuses reflect as a 'QUOTE' or 'INVOICE' by going to My Account > Customize Invoice Statuses. 

Here, you will be able to view all of your statuses and select how you want them to be listed. Ex. If you want your order to be marked as 'QUOTE' until it is ready to print, select the boxes next to all of the statuses prior to "Ready to Print". 

Please note QUOTE is the only status you cannot change.  

Can you use HTML in Status Change Notifications?

At the moment, we do not allow the use of HTML in status change notifications.

Will changing a status name affect old orders?

If you change the name of a status, that status name will be changed across your Printavo account.  Orders that are using that status will have the name changed. 

Statuses vs Tasks

Statuses:  Use color-coded statuses to organize your workflow from top to bottom

Tasks:  Use tasks to add in very specific, non-sequential, action items. Ex: re-order Mediums, mix ink, setup screens)