Orders and contracts management

Orders and contracts

From enquiry to invoice — managed in one system.

Manage the full order lifecycle — enquiries, quotes, approvals, contracts, deliveries and invoicing — in a system connected to your CRM, projects and documents. No isolated spreadsheets, no re-typing between tools.

1: source of truth per order
0: re-typing between systems
∞: customisable process steps

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What you can manage in orders

Order lifecycleTrack each order from enquiry through confirmation, delivery and closure.

Contracts and documentsContracts, NDAs, amendments and related documents stored on the order record.

ApprovalsMulti-step approval flows for quotes, contracts, change requests and purchase orders.

AutomationsAutomatic status transitions, notifications, invoice drafts and project creation.

ReportingOrder value, pipeline, fulfillment rate, overdue orders and revenue by period.

Connected dataOrders linked to customers, products, projects, invoices and teams.

Data model

Build the order process that matches your business

You design the data model. Orders can include any fields your business needs — from simple product line items to complex multi-phase project contracts.

CustomersCompanies, contacts, billing addresses, account managers and communication history.

OrdersOrder records with number, status, value, deadline, responsible person and related records.

Products and servicesProduct catalogue with prices, units, categories and variants linked to order line items.

ContractsContract documents with parties, value, validity, attachments and approval status.

InvoicesInvoice records linked to orders — with amounts, due dates and payment status.

ProjectsProjects created from orders — with tasks, milestones, teams and budget tracking.

Lifecycle

Typical order stages

The stages are fully configurable. Below is an example lifecycle — your business may have more or fewer steps.

Enquiry received

Customer submits via form or the sales team creates the record manually.

Quote prepared

Quote is built from product database, approved and sent to the customer.

Order confirmed

Customer accepts the quote. Order status moves to confirmed.

Delivery in progress

Project created, team notified, tasks assigned and progress tracked.

Invoiced

Invoice generated from the order and sent to the customer.

Closed

Payment received, order closed, data available for reporting.

Order database structure

Oblast	Co řeší	Příklad
Order number	Auto-generated ID with prefix and sequence.	ORD-2026-001, PRO-042
Customer	Link to customer database — company, billing contact, account manager.	ACME Ltd, contact: Jan Smith
Status	Current stage in the order lifecycle.	Enquiry, Quoted, Confirmed, In delivery, Invoiced, Closed
Order value	Total value of the order — currency, amount, tax handling.	€12,500 excl. VAT
Products / line items	Linked product records with quantity, unit price and total.	Product A × 10 @ €125 = €1,250
Contract	Link to contract document with validity, attachments and approval status.	Contract #CON-2026-001, signed
Project	Linked delivery project with tasks, milestones and team.	Implementation project Q3 2026
Invoice	Invoice records linked to the order — amount, due date, paid status.	Invoice F2026-001, due: 30 days, paid
Owner	Sales rep or account manager responsible for the order.	Sarah Johnson
Deadline	Delivery or contract deadline with automated reminders.	2026-09-30

From enquiry to closed deal

1EnquiryCustomer submits via form or sales creates manually. CRM is updated automatically.
2QuoteQuote is built from product database. Approved internally, then sent by email.
3Order confirmationCustomer confirms. Status changes to 'Confirmed'. Delivery starts.
4DeliveryProject, tasks and milestones created automatically. Team tracks progress.
5InvoicingInvoice generated from order data. Sent to billing contact.
6ClosurePayment logged, order closed. Data flows to reporting dashboards.

Permissions

Each role sees what they need

Sales sees pipeline, delivery sees tasks, finance sees invoices — with sensitive data hidden per role.

Sales

Order management

Order valueEdit

Internal marginHidden

Customer contactsEdit

Delivery

Project execution

Project and tasksEdit

Invoice amountsHidden

Order deadlineRead only

FIN

Finance

Invoicing and payments

Invoice statusEdit

Order valueRead only

Internal notesHidden

Communication

All communication stays on the order

Emails, quotes, contracts and internal notes are linked to the order record — not scattered across email threads.

Customer communication

Send quotes and contracts by email
Email threads linked to order record
Automated confirmations and reminders

Internal coordination

Approval notifications for quotes
Status change alerts to delivery team
Deadline reminders before due date

Automation

What happens automatically in the order process

1
Order confirmed → project created
Status change to 'Confirmed' triggers automatic project creation with standard tasks and milestones.
2
Delivery complete → invoice drafted
When delivery status reaches 'Done', an invoice draft is created from order data.
3
Quote sent → follow-up reminder
If no response in 5 days, sales rep gets an automatic follow-up reminder.
4
Deadline approaching → alert
3 days before the delivery deadline, owner and delivery lead receive an alert.
5
Invoice sent → payment tracking
Payment due date is set automatically. Overdue invoices trigger escalation.

Comparison

Order management in Apexloop vs. fragmented tools

Funkce	Apexloop	CRM + separate tools
Data connection
Order linked to customer, project, invoice		manual links
Contract stored on order record		separate DMS
Invoice generated from order data		re-typing
Automation
Project created on order confirmation		manual
Invoice draft on delivery completion		manual
Deadline reminders		calendar only
Reporting
Order value by stage, period, rep		export to Excel
Outstanding invoices dashboard		separate accounting
Delivery performance metrics		manual

Operational impact

Order management — fragmented vs. connected

Illustrative comparison for a team processing 50+ orders per month across multiple tools.

Fragmented tools

CRM + project tool + invoicing + DMS

Data re-typed between systemsevery order

Status unclear across toolsdaily confusion

Invoice created manually from notesper order

Report compiled from multiple exportsweekly overhead

Hidden admin costhours per order

Each handoff between tools creates risk of errors and lost context.

Apexloop orders

One system for the full lifecycle

Order is the single recordv ceně

Status visible to all rolesv ceně

Invoice generated by automationv ceně

Dashboards always currentv ceně

Admin overheadminimal

Team focuses on customers and delivery, not on data coordination.

Reporting

Order reporting without exports

Charts, aggregations and dashboards built directly on your order database — always showing current data.

Pipeline by stageValue and count of orders at each stage — see where deals get stuck.

Revenue over timeMonthly, quarterly or annual revenue trend from closed orders.

Performance by repOrders closed, value and average deal size per sales representative.

Delivery performanceOn-time delivery rate, average days to close, overdue orders.

Outstanding invoicesTotal outstanding, due this week, overdue and payment trend.

Revenue by productWhich products and services drive the most order value.

Implementation

Getting started with order management

1
Set up the order database
Create the core order database with status, value, customer link, owner and deadline fields.
2
Connect products
Build a product/service catalogue and link it to order line items.
3
Add related databases
Connect customers, projects, contracts and invoices as related databases.
4
Configure automations
Set up project creation, invoice drafting, reminders and status notifications.
5
Build views per role
Sales gets a pipeline kanban, delivery gets a task calendar, finance gets an invoice table.
6
Create dashboards
Build management dashboards with pipeline, revenue and delivery metrics.

Manage the full order lifecycle in one system

From first enquiry to final invoice — with automations, approvals, connected projects and real-time reporting. No spreadsheets, no re-typing, no tool-switching.