What are Order Templates?
Order templates define the behavior and structure of orders at the project level. You can configure templates for different types of orders, such as work orders or material orders, and tailor them based on your business needs, including location-specific options.
Navigate to the Integrations Page
Open your ProLine account.
Click the hamburger menu (☰) in the top-left corner.
Select the Company Settings option at the bottom.
Click on the Orders tab
Here, you can:
Add a new order template.
Edit existing templates.
Duplicate templates for quicker setup.
Delete templates no longer in use.
Location-Specific Templates
Why might someone need to use location specific templates?
If you operate out of multiple states, some states or cities have different signature requirements, for example.
By default, templates are global (i.e., apply to all locations).
You can choose a specific location from the dropdown at the top listed ****Company Defaults and choose a location you want to create order templates for.
If you do not have locations set up but want to get them added, please follow this guide here then come back once they’ve been added.
Once Location is selected, toggle on Use unique order templates for this location.
Now you can hit the add template button and get to building a template for this location
Template Configuration
1. Order Details
Naming: Set default order names
Scheduling: Set default scheduling preferences:
“As soon as possible”
“Specific date” (often used for material orders)
“Hold for later” (rare, mainly for material orders)
Order Notes: Add detailed, formatted notes relevant to the order.
Checkbox options to:
Show Client Name in Delivery Details
Show Client Phone Number in Delivery Details
Order Line Items: Cost visibility settings for orders created
Merge Quote Pages: Combine all quote pages into one item list (useful for material orders).
Show Line Item Cost: Ideal for work orders to communicate payments; avoid for material orders unless pricing is confirmed.
Group Costs Total: Shows totals per quote group rather than individual item prices, helps simplify payment communication.
Show Total Order Cost: Displays the full order value; optional depending on the order type and intent.
2. Order Agreement
Default Vendor: Assign a default vendor by clicking on the dropdown to show either:
A contact (commonly used)
A user (if subcontractors are added as limited users in ProLine)
Company Representative: Assign the internal point of contact
Project’s Assignee
Project’s Inside Sales
Project’s Production
Project’s Accounting
Specific User - If this is chosen it will open another dropdown for you to choose from all users with your ProLine account.
Signing Requirements: You can choose to have no signatures, only the vendor, or both the vendor and the requestor.
Agreement Terms: You can add terms which users will need to agree to when signing off on the order. This will also be displayed on the order.
3. Quote Conversion Settings
When converting signed quotes into an order:
Option/Upgrade Conversion: Gives you the option to select which quote pages should be converted into groups on this order when creating from a signed quote.
Can select:
Convert Selected Option
Convert Selected Add-ons (Upgrades)
Line Item Inclusion: Select which cost categories line items should be included in this order when creating from a signed quote.
Examples: Labor, Material or Miscellaneous
For work orders: Filter by labor items
For material orders: Filter by material items
To divide a project into multiple work orders and multiple material orders to go to different subs, you’ll need to create templates for different types of work. ex: Gutters and Windows on the same project. I would have items under “Gutter Labor” and items under “Window Labor” and build work order templates that only pulls Window Replacement Items and one that only pulls Gutter Replacement Items.
IMPORTANT NOTE: These categories are tied to your cost categories defined in the price list settings, for guidance to set up, check this article: Company Settings: Price List - Cost Categories .
4. Send & Signing Actions
Sent Stage: Select the stage projects should be moved automatically to when an order using this template is sent.
Signed Stage: If your order is sign-able, then the project will be moved automatically to this stage once all required parties have signed.
Send Order Text Message: Default text message template for sending the order. Use variables to personalize. Must include the {{order_link}} variable.
Send Order Email: Default email template for sending the order. Use variables to personalize. The email body must include the {{order_link}} variable.
You also have the option to attach a PDF copy of the order to the email, just ensure the check box is selected.
Default Attachments: You can add default attachments at the order template level if needed, such as a subcontractor information PDF.
These files will automatically be included when you send new orders created from that template.
Best Practices
Keep it simple: Only use location-specific templates when absolutely necessary as it is not needed for everyone.
Differentiate by order type: Work and material orders have distinct needs, create separate templates accordingly.
Leverage automation: Use defaults and dynamic fields to reduce manual errors and speed up the process.