Sales orders on contact pages, products and stock on deals, estimates that become orders, inventory in search, and Workiz jobs that take parts from stock.
Products & inventory and the CRM share one set of records. A contact's page shows what they have ordered; a deal carries the products being quoted, with the stock each has right now; an estimate whose lines carry SKUs becomes a sales order in one click, and an order becomes an invoice on the contact's record. Search finds products and orders beside contacts and deals, and a Workiz job can take the parts its technician used out of stock. Every link runs both ways, so you can always get from the order back to the deal, estimate or job it came from.
flowchart LR
C[Contact page] -->|+ Order| SO[Sales order]
D[Deal: Products card] -->|Create sales order| SO
E[Estimate with SKUs] -->|Create sales order| SO
W[Workiz job] -->|Take parts from stock| SO
SO -->|reserves, then ships| S[(Stock)]
SO -->|Create invoice| I[Invoice on the contact]
SO -->|In your books| B[QuickBooks or Xero]
The CRM surfaces below appear only while the Products & inventory module is on for the workspace, and each one checks a key of its own:
| To | Key | Seeded roles |
|---|---|---|
| See the Sales orders card on a contact, a deal's Products card, orders on the timeline, and a Workiz job's Parts used | View Sales & Purchase Orders (inventory:orders:read) |
Viewer, Member, Manager |
| Use + Order, Create sales order, Create invoice and Take parts from stock | Manage Sales & Purchase Orders (inventory:orders:manage) |
Member, Manager |
| Add or edit a deal's products | Edit Deals (crm:deals:edit) and inventory:orders:manage |
Member, Manager |
| See the SKU column on estimates and invoices, and find products in search | View Products & Stock (inventory:products:read) |
Viewer, Member, Manager |
| Choose whether Workiz jobs take parts on their own | Manage Inventory Settings, Locations & Stores (inventory:config:manage) |
Manager |
A Workiz job page also needs View Workiz Jobs (workiz:jobs:read), and appears only in a workspace that has connected Workiz.
Open a contact (CRM → Records → Contacts → the contact). Under Estimates & Invoices sits the Sales orders card:
To start an order for them, click + Order in the card's header. New sales order opens with the contact already picked; add the lines and click Create order. The full form is described in Sales and Purchase Orders.
Open a deal (CRM → Records → Deals → the deal). The Products card lists catalog items with a quantity and a price, the stock each has right now, and their total.
Each line then reads SKU · quantity × price · N available. The available figure is across all your locations, and turns amber when it is less than the quantity on the line. Lines on a deal hold no stock; the sales order does.
The card's total is the lines' total. The deal's own value never changes on its own: when the two differ, Use as deal value copies the total into the deal's value. It needs crm:deals:edit, and shows only when the lines and the deal are in the same currency.
Click Create sales order (inventory:orders:manage). An order is made for the deal's contact with these lines at these prices, Pending, linked to the deal both ways; the contact's address, when they have one, becomes its ship-to. The card then shows Order SO-… <status>, and the order's Linked records shows the deal.
A deal has one order while it stands, so the button is replaced by the order. If that order is cancelled, the card says so, and Create sales order returns to start a new one.
The Estimates & Invoices card on a contact, lead, company or deal page links its lines to the catalog.
A SKU on a line. In + Estimate or + Invoice (or Edit), the line items have a SKU column. Type a SKU and leave the field: a catalog match fills the description and unit price when they are blank, and the field's border turns green (A catalog product). A SKU the catalog does not know stays on the line as typed. Saved lines show their SKU beside the description.
An estimate becomes a sales order. An estimate that is not declined or expired, and has no order yet, shows Create sales order (inventory:orders:manage). Clicking it:
The estimate then shows Became a sales order, linking to it, in place of the button: an estimate makes one order.
An order becomes an invoice. An order with a CRM contact, no invoice yet, and not from an online store shows Create invoice in its panel. It makes a draft invoice on the contact's record, numbered like the order, with the order's lines and shipping. The invoice shows From sales order; the order's Linked records shows the invoice. Each order has one invoice. To post the order to QuickBooks or Xero instead, see Accounting and Shipping Partners.
Open search from the top bar (or press ⌘K / Ctrl+K), type, and click See all results for "…" →. On the results page, the Products & orders filter narrows to:
inventory:products:read.inventory:orders:read.The Activity Timeline on a contact, lead or company page has an Order row for each sales order the record's contacts placed — a company's timeline includes its contacts' orders. A row reads Order SO-… (store number) with the items, the total in its own currency, badges for the status, how far it has shipped and where it came from, and Open order. Order rows show under All and Activity, and need inventory:orders:read.
When Workiz is connected, a job's line items can take parts out of stock: once the job is done, the line items that are catalog products leave stock on a Workiz sales order linked to the job, so a van's or a warehouse's count follows the work without anyone keying it in.
A Workiz line item counts when its name, as typed in Workiz, is:
Anything else — labour, a service call, a product with several variants named only by its product name — is left out, and named: the job page lists it under Not counted, and the order carries a notice saying what was left out and why. A job with no catalog line at all makes no order; that is a labour-only job, not a missing match.
Inventory → Setup → Inventory Settings, the Workiz jobs section:
Click Save. With the automatic choice, a job's parts leave stock when a Workiz update — its webhook, or the regular Workiz sync — brings the job in as done.
Open a job (CRM → Daily work → Workiz Jobs → the job). The Parts used section lists the job's catalog parts (2 × name · SKU) and what was Not counted, then either:
inventory:orders:manage), which takes them now whatever the setting says.The order is made already shipped, from the From location: the parts were used on the job. It reads Workiz as its source and Job #… as its store number, and its customer is the job's client by name. Whether the job is paid is Workiz's business, since Workiz invoices the job, so accounting pushes leave Workiz orders out unless you include them.
Each job makes one order, ever: a repeated Workiz update finds the one already made. If the job's line items change after the parts left stock, the order is not rewritten — its shipment is the stock record — and a notice says what the job now names: Record a return for parts that came back, or edit the order for parts added. If stock could not be taken, the order says so, and you ship it by hand once the stock is right.
inventory:orders:read. A tenant admin checks Settings (the gear icon) → Workspace → Modules.crm:deals:edit and inventory:orders:manage.