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Creating and Managing Order Forms

Before a final invoice is generated, businesses often rely on Order Forms to establish clear agreements regarding services, pricing, and commitment periods. The Evolvv business management suite provides a robust Order Form builder designed to streamline this pre-sales process.

Navigate to Order Forms on your left-hand menu to get started.

1. The Order Forms Dashboard​

Your primary dashboard lists all your drafted, sent, and accepted order forms in one organized view.

Order Forms Dashboard

From this screen, you can:

  • Preview Instantly: Click on any order form to view a full-page preview on the right side of your screen without leaving the list.
  • Track Statuses: Monitor which forms are Drafts, Not Sent, or Accepted.
  • Convert to Invoice: Once a client agrees to the terms, use the Convert to Invoice button at the top of the preview pane to instantly generate a payable invoice—eliminating duplicate data entry.

2. Creating a New Order Form​

To draft a new agreement, click the blue + Create Order Form button.

Creating a New Order Form

Initial Setup:

  • Customer Selection: Choose an existing client from your directory.
  • Key Dates: Set the Issue Date and a Valid Until Date to create urgency for the proposal. The Order Form Number is auto-generated for your convenience.

Payment & Service Details: This section is crucial for service-based businesses and recurring billing.

  • Payment Terms & Frequency: Define when payment is expected (e.g., Net 30 Days) and how often (e.g., Monthly).
  • Commitment Period: Specify the length of the contract (e.g., 3 Months).
  • Service Dates: Clearly outline the exact start and end dates of the service delivery.

3. Adding Items and Taxes​

Scroll down to the Order Form Items section to list the deliverables.

Adding Items and Taxes

  • Line Items: Add the item name, description, quantity, and rate. You can also specify the HSN/SAC code for tax compliance.
  • Advanced Item Options: Use the toggles to flag items for overseas payment, or track your internal Procurement Price and Vendor Name for profit margin analysis.
  • Tax Options (Bottom Right): In the Summary panel, choose your tax framework. Select Enable GST for domestic Indian transactions (auto-enabled based on HSN/SAC), or Enable Custom Tax for international or specialized markets.

4. Configuring Payments and Finalizing​

  • Additional Charges: Easily add discounts, shipping fees, or terms & conditions at the bottom of the page.
  • Payment Method: Select how you want to be paid once the form is converted to an invoice (Payment Gateway or Bank Detail/Wire Transfer).

Preview Before Sending: Always click the Preview button (top right corner) before saving. This generates a realistic modal view of exactly what your client will see, complete with your branding and authorized signatures.

Preview Order Form

Once everything looks perfect, click Create Order Form!