What is an Order?
An order in a project allows you to create and manage orders for materials, labor, or any deliverables related to a job. These orders can be generated manually or by pulling in data from a signed quote, helping you streamline the gathering of materials and communication with vendors and crews.
Accessing the Order Tab
Go to your ProLine account
Click on a project to open the Project Details.
Click on the Order tab, found on the second row.
By default it will be empty, but when you are ready to use this tab you’ll see a gray “New Order” button to get started.
Creating a New Order
Click the “New Order” button. A pop-up window will appear prompting you to choose how you'd like to generate your order, you will choose from the two options:
Quote – Pulls from a quote as a whole, including all jobs within the project/quote.
When selecting from a quote:
You'll see a list of all signed quotes with their signing dates.
Choose the appropriate quote to base your order on.
Job – Used when creating an order for a specific job on the project/quote.
Choose Template:
No matter if you choose to start an order from a quote or a job you will also have to choose which template you wish to use; this can be a single template or you can select multiple templates at once.
These templates are preset within your company settings, to view how to create/edit these templates follow the instructions here!
Your ProLine account does come with two preloaded templates that are commonly used:
Material Order – Pulls all material items from the quote.
Work Order – Pulls all labor items from the quote, to send to your installers.
*Item types are chosen from your Price List page and these categories can also be customized on the Price List page for further organization.
After selecting the quote or job and then the template, click the Create button.
Order Builder
Once the order is created, a new pop-up window will appear where you can review and customize the order details.
Note: The order builder works the same for both projects and jobs. The only difference is that the line items section will change depending on what you select.
Editable Fields & Features:
Items Breakdown: Expand each option section to review quantities and variations (ex: color) pulled from the quote.
Note: If you see items that have a “0” quantity, you do not have to delete them every time as they will not pull to the final pdf order.
Manually edit: You can manually adjust line items or add new ones if needed when reviewing all items.
These options are pulled from your quote. If the quote hasn’t been signed yet, all of your quote options and add-ons will appear here.
Delivery Settings:
Target Date & Time Options:
As Soon As Possible
Hold for Later
Set for a Specific Date (with time preference like morning, afternoon, or any time)
Notes: Add delivery instructions like:
“Drop on right side of driveway”
“Use side gate, code 1234”
Associated Job: Link the order to a specific job within the project for tracking.
Project Address & Reference Photo: Helps ensure accurate delivery by visually identifying the location.
Order Terms: This section defines who the order is going to and under what terms.
Vendor: Select the Contact or User for this order to be sent to.
Vendor Type: Choose from this being either a ProLine user or a contact saved within your ProLine system.
Select User/Contact: This is where you can start typing the name of either option you selected from.
Linked Contractor Company: Select a linked contractor from your Contractor Hub, you can associate this order with them. It will then appear in the orders list, it will also give the contractor the ability to import it as a project in their ProLine. Only information shared in the order will be used.
Company Representative: Auto-filled with the assigned user of the project, this can be edited or have an additional representative added if needed.
Order Agreement:
Signing Requirements: Option to enable signature collection for the order. Options are:
No signature required
Vendors only
Vendor and Requester
Terms: Add any contractual terms if required.
Images & Email Attachments: Should you need to attach additional photos or docs this is where you can upload them.
Gallery Images: Add or remove gallery images. Use this to provide additional information with images & text.
Attachments: These attachments will be added automatically when sending your order.
Note: These attachments are included in the email, not on the order PDF itself.
Saving and Managing Orders
After reviewing and completing the order:
Click Save and Close.
The order will now appear in the Order tab as a draft.
Order Actions Available:
Pencil: Reopen the order editor to make changes
Trashcan: Prompts a confirmation to delete the order
Arrow: View the order PDF with full details via a new window
From this new window you can choose to:
Download the PDF
Send the order
Close without sending
Sending the Order: When sent, the order is delivered to the vendor contact or user you selected. Ensure the contact’s email and phone are current in ProLine to avoid failed delivery.