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Order confirmations

Create order confirmations online

Put every order in writing before you start work — branded, in your customer’s language, and raised automatically by your webshop if you sell online. Then convert it into an invoice, packing note or proforma in a single click.

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An Invoice Office order confirmation showing the billing address, order confirmation number, order and delivery dates, the confirmed lines and the total amount

Everything on the order confirmation

Agree it once, use it everywhere

The confirmation is the version of the order both sides agree on. Everything downstream — the packing note, the invoice, the proforma — should come from it, not from someone retyping it.

Convert it onward in one click
A confirmed order becomes an invoice, a packing note for the warehouse, a proforma invoice, a quote or even a purchase order to your own supplier — carrying the same lines and prices, with nothing retyped.
It reserves the stock
With backorders switched on, confirming an order reserves the goods rather than consuming them — anything you cannot cover is split into backorder, and stock is allocated oldest order first as it comes in. The goods only leave on delivery.
E-commerce integration
Connect a webshop like WooCommerce or Shopify and an order confirmation is created the moment an order comes in — as a draft or already finalized, whichever you choose — so no one has to key the order in a second time.
Customisable templates
Set the layout, logo, colours and custom fields once. Whether you want a minimal confirmation or a detailed one, every order goes out looking like it came from the same business.
Import order lines from Excel
Large orders do not need typing out line by line. Fill the import template with a product number and a quantity per line, and the descriptions, prices and VAT come from your catalog. Up to 300 lines, on a Pro license.
Multiple languages & currencies
Confirm an order in the customer’s own language and currency. Set both per customer and the document and its totals follow — so selling across a border adds no extra admin.
Add document texts
Include an introduction, delivery and payment terms, closing notes, or internal remarks only your team sees — and set defaults so you are not rewriting them every order.

Amounts & totals

State the exact deal you agreed

A confirmation that is vague about discounts or totals is what an argument looks like three weeks later. Shape the whole bottom half of the document so the numbers are unambiguous before anything ships.

More about invoicing

  • Text lines & subtotal sections

    Add free text lines for terms or product detail, and group the order into sections with their own subtotals — so a long confirmation stays readable and easy to approve.

  • Custom total labels

    Rename the totals row to your business’s own terminology, in the language of the document, so the confirmation reads the way your customers expect it to.

  • Configure grand total fields

    Add or remove the fields shown beneath the lines — net, VAT per rate, discount, shipping, deposit and advance payment — and lay the totals out the way your business actually works.

  • Advanced discount & amount options

    Apply a discount to a single line or across the grand total, and make the custom adjustments a deal needs — so the confirmation states the exact offer you agreed.

How it works

From order to shipped in three steps

  1. Step 1The order comes in

    From an accepted quote, from your webshop, or entered by hand — pull the products and prices straight from your catalog and customer record.

  2. Step 2Confirm it in writing

    Send a branded order confirmation with the agreed lines, discounts, delivery and payment terms, so both sides have the same version of what was ordered.

  3. Step 3Ship it and bill it

    Convert the confirmation into a packing note for the warehouse and an invoice for the customer — the same data flowing through, one click each. Short on stock? The shortfall is held as a backorder until it arrives.

Order confirmation questions, answered

What is an order confirmation?
An order confirmation is the document you send once a customer places an order, restating what they have bought, at what price, and on what delivery and payment terms. It puts the agreement in writing before you start work or ship anything, which is what stops disputes later.
What is the difference between a quote and an order confirmation?
A quote is an offer — a price you are proposing before anything is agreed. An order confirmation comes after the customer accepts, confirming the order you are now committed to fulfilling. In Invoice Office an accepted quote converts into an order confirmation in one click.
Can I turn an order confirmation into an invoice?
Yes — and into a packing note, a proforma invoice, a quote or a purchase order. The lines, quantities, prices, discounts and terms carry across, so what you confirmed is exactly what you ship and what you bill. Select several finalized confirmations and Create invoice rolls them into one, while Create separate packing notes raises one for each.
Can my webshop send order confirmations automatically?
Yes. Connect an e-commerce platform such as WooCommerce or Shopify and a confirmation is raised as each online sale completes, so orders reach your admin without anyone re-entering them.
Can I confirm orders in another language or currency?
Yes. Language and currency are set per customer, so the confirmation, its totals and its VAT wording are produced in the terms that customer expects.
Can I show discounts on the confirmation?
Yes. Discounts can be applied to individual lines or to the grand total, and the totals section is configurable — so the confirmation shows precisely the offer you agreed rather than an approximation of it.

More answers in our FAQ and help center.

Related

The documents on either side of an order

Less administration, more sales

Confirm, ship and bill from one document. Free to start, no credit card.

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