Order Management
Complete sales workflow from quote to invoice in one system
ContactTransform Your Order Processing
Managing the complete sales document lifecycle is one of the most critical processes in any business. The Nuxbe Order Management module transforms this complex workflow into a streamlined, efficient process that saves time, reduces errors, and improves customer satisfaction. From the moment a sales opportunity becomes a quote to the final invoice and payment, every step is managed within a single, integrated system that ensures consistency and professionalism across all customer touchpoints.
Traditional order management often involves juggling multiple disconnected systems, manually transferring data between documents, and struggling to maintain version control. Nuxbe eliminates these pain points by providing a unified platform where quotes seamlessly convert to orders, orders generate delivery notes, and invoices are created automatically with all the correct data already in place. This automation doesn't just save time—it virtually eliminates the transcription errors that plague manual processes and damage customer relationships.
The system's flexibility allows you to adapt it to your specific business processes while maintaining the efficiency of automation. Whether you need to customize document templates, implement multi-level approval workflows, or integrate with external systems like payment processors and shipping providers, the Order Management module provides the foundation for building your ideal sales process. It scales effortlessly from small businesses processing a few orders per day to enterprises handling thousands of transactions across multiple locations and currencies.
Key Features
Powerful tools designed to streamline your order workflow
Complete Document Workflow
The heart of the Order Management module is its comprehensive document workflow that guides every sale from initial quote through final invoicing. When you create a quote, all relevant information—customer details, product specifications, pricing, terms, and conditions—is captured in a structured format. With a single click, that quote can be converted into an order, automatically carrying forward all the information while updating status, generating new document numbers, and triggering any configured automation rules.
As the order progresses, generating delivery notes and invoices follows the same seamless pattern. Each document type builds upon the previous one, maintaining data integrity while allowing for necessary adjustments at each stage. Need to partially ship an order? The system tracks what's been delivered and what remains, generating accurate delivery notes for each shipment. When it's time to invoice, you can bill for specific deliveries or combine multiple shipments into a single invoice. This flexibility ensures your document workflow matches your actual business operations, not the other way around.
Intelligent Automation
Automation in Nuxbe goes far beyond simple template filling. The system intelligently handles complex business logic, such as calculating volume discounts, applying customer-specific pricing agreements, computing taxes based on delivery location, and generating sequential document numbers according to your numbering schemes. When an order is confirmed, the system can automatically update inventory levels, trigger procurement for made-to-order items, notify the warehouse team, and schedule follow-up tasks—all without manual intervention.
Payment processing integration means that when customers pay online, their invoices are automatically marked as paid, reconciliation entries are created, and thank-you emails are sent. For recurring orders or subscription-based products, the system can generate and send invoices automatically on schedule. This level of automation frees your team from repetitive administrative tasks, allowing them to focus on relationship building, problem-solving, and strategic activities that actually grow your business.
Professional PDF Generation
Every document generated by Nuxbe looks professional and reflects your brand identity. The PDF generation engine uses customizable templates that can incorporate your logo, colors, fonts, and layout preferences. But beyond aesthetics, these PDFs contain all the information your customers need: clear product descriptions, accurate pricing calculations, applicable taxes, payment terms, and shipping information. Legal requirements like tax identification numbers, terms and conditions, and cancellation policies are automatically included based on the document type and jurisdiction.
The system maintains a complete archive of every PDF ever generated, ensuring you can always retrieve historical documents exactly as they were sent to customers. This is crucial for compliance, dispute resolution, and auditing purposes. When regulations change or you update your templates, historical documents remain unchanged—you can always prove exactly what was communicated to customers at any point in time. The PDF generation also supports multiple languages, automatically selecting the appropriate language based on customer preferences or regional settings.
Global Multi-Currency Support
For businesses operating internationally, managing multiple currencies can be complex and error-prone. Nuxbe's Order Management module handles multi-currency transactions with ease, allowing you to create quotes and orders in any currency while maintaining accurate accounting in your base currency. Exchange rates can be automatically fetched from financial data providers or manually entered, with full audit trails showing what rate was used for each transaction and when it was applied.
The system ensures that currency amounts remain consistent throughout the document lifecycle—if a quote is created in euros, the resulting order, delivery notes, and invoices maintain those same euro amounts, preventing confusion and disputes. Behind the scenes, the system tracks both the original currency amounts and their base currency equivalents for accounting purposes. This dual-currency tracking provides accurate financial reporting while maintaining clear communication with international customers in their preferred currency.
Real-World Applications
Manufacturing Company with Custom Orders
A mid-sized manufacturing company produces custom machinery where each order involves unique specifications and configurations. Using Nuxbe's Order Management module, their sales team creates detailed quotes that include custom product configurations, engineering time, materials, and delivery schedules. When a customer approves the quote, it converts to an order with a single click, automatically triggering notification to the engineering department to begin design work and alerting procurement to order long-lead-time components.
As production progresses, the system tracks milestone completions and generates delivery notes when equipment is shipped. Some projects involve multiple shipments—main equipment first, then accessories and spare parts later. The flexible invoicing system allows them to bill based on milestones, on delivery, or on a custom schedule aligned with their payment terms. Throughout the process, both the sales team and the customer have complete visibility into order status, reducing inquiries and building confidence in the company's professionalism.
E-commerce Retailer with High Volume
An online retailer processes hundreds of orders daily, with customers expecting fast, accurate fulfillment. Orders flow automatically from their e-commerce platform into Nuxbe, where they're immediately visible to the warehouse team. The system groups orders by shipping priority, generates pick lists optimized for warehouse layout, and creates shipping labels through integrated carriers. As items are scanned during picking and packing, delivery notes are automatically generated with tracking information.
Invoicing happens automatically upon shipment, with customers receiving professional invoices via email that include order details, tracking information, and convenient payment options for customers who chose invoice payment at checkout. For customers who paid online during purchase, the system reconciles payments automatically and maintains accurate accounts receivable records. When returns occur, the system handles credit notes with the same efficiency, ensuring customer satisfaction even when things don't go perfectly. This high level of automation allows a small team to process order volumes that would typically require much larger staff.
Service Provider with Project-Based Billing
A professional services firm manages complex, long-running client projects with varying billing arrangements—some are time and materials, others are fixed-price with milestone billing, and some combine both approaches. Using Nuxbe, they create orders that define the project scope, rates, and billing schedule. As work progresses and time is logged in the system's time tracking module, this data automatically flows into the order management system, accumulating billable amounts.
When it's time to invoice—whether monthly, at milestones, or project completion—the system generates detailed invoices showing work performed, hours logged by team member and activity type, expenses incurred, and any fixed-price components. Clients receive transparent, detailed billing that builds trust and reduces payment disputes. The integration with project management features means that project managers can see billing status and outstanding receivables while making project decisions, ensuring profitability isn't sacrificed for client satisfaction. This visibility allows for proactive conversations with clients about scope changes before they become budget surprises.
Technical Capabilities
The Order Management module is built on a robust architectural foundation that supports high transaction volumes, complex business logic, and extensive customization. The system uses a modular design where each document type (quote, order, delivery note, invoice) is represented as a distinct entity with its own properties and behaviors, but all share common base functionality. This architecture allows for consistent behavior across document types while enabling document-specific features—for example, quotes can have expiration dates and probability forecasts that don't apply to invoices.
State machine logic governs document status transitions, ensuring that documents can only move through valid workflow states. This prevents invalid operations like converting a canceled quote to an order or generating an invoice before goods have been confirmed as shipped. The system maintains complete audit trails of all state transitions, document modifications, and workflow actions, creating an immutable history that satisfies compliance requirements and supports dispute resolution. Advanced locking mechanisms prevent concurrent modifications that could result in data inconsistencies, even in high-traffic environments with many users working simultaneously.
Integration capabilities are extensive, with RESTful APIs allowing external systems to create, read, update, and query all document types. Webhook support enables real-time notifications to external systems when documents change status or key events occur. The PDF generation engine is based on modern templating technology that supports complex layouts, conditional content, and dynamic data binding. For businesses with special requirements, the template system is fully accessible, allowing in-house developers or implementation partners to create highly customized document designs while still leveraging the core generation infrastructure for reliability and performance.
Streamline Your Sales Process
See how Nuxbe can transform your order management