Working with documents — status, cloning, linking and deleting

Quotes, orders and proformas change status with quick-action buttons in the footer, or the status chip on the document's title. Invoices and credit notes have no manual status changes — issuing, sending, payments and credit notes set those for you. Only the transitions below are ever allowed; anything else is refused.

Status rules

1. Quote: Draft → Sent or Declined · Sent → Accepted (creates the order), Declined, Expired, or back to Draft · Declined/Expired → Sent or Draft · Accepted is closed.
2. Sales order: Draft → Confirmed or Cancelled · Confirmed → In progress, Fulfilled, Cancelled, or back to Draft · In progress → Confirmed, Fulfilled, Cancelled · Fulfilled → In progress, Cancelled · Cancelled → Draft · Invoiced (set when its invoice is issued) is closed.
3. Proforma: Draft → Sent (assigns the number) · Sent → Expired, or Accepted via Convert to invoice · Expired → Sent · Accepted is closed.
4. Invoice: Draft → Issued → Sent (mark sent, or e-mail it) → Partial/Paid (payments) → Cancelled (a credit note that covers the balance).
5. To change a status, click the status chip and pick a target — the menu only ever lists what is allowed. Closed statuses cannot be edited; declined and expired documents can be reopened.

Clone a document

Clone creates a new draft of the same type with the same customer, header and lines — a fast way to reuse a quote, order or contract as a starting point. (For an invoice that repeats on a schedule, use a repeating invoice instead.)

1. Open the document and press Clone, or tick one row in a list and press Clone in the bar that appears.
2. Quotes and orders get a fresh number at once; invoices, proformas and credit notes are unnumbered drafts until you issue or send them. The due date is recomputed from today; the valid-until/expected date is not copied.
3. The clone is not automatically linked on the Related tab — link it by hand if you want the connection kept.

Related documents

The Related tab lists every document connected to the one you are viewing: what it was created from, what was created from it, its credit notes, and any links you add by hand.

1. Open the tab to see rows with the document's number, customer, amount, status and how it relates (parent, child, credit note, linked).
2. To link another document by hand, search by its number, reference or customer PO in the panel's search box, then press Link.
3. A document cannot be linked to itself or to another document of the same type.

Delete a document

Drafts, quotes, orders and unissued documents can be deleted. An issued invoice or credit note cannot be deleted — cancel it with a credit note instead.

1. Single document: open it and press Delete, then confirm.
2. Several at once: tick the rows on a list, then press Delete in the bulk bar.
3. Deletions never reuse a document's number, and are written to the document's activity log.

Related: How documents flow, Credit notes.