The OrderDen user guide

Getting started

Sign up, set up your workspace, find your way around, and invite your team.

Support

How to reach us, what goes with a request when you're signed in, and what happens after you send it.

OrderDen on your phone

Add it to your home screen, take photos straight into the app, and get notifications on a phone with the app closed.

Dashboard

Your widget board and date ranges.

Clients

Company profiles, contacts, addresses, payment terms and notes.

Items & pricing

The catalog: item numbers, variants, kits, photos, categories, where the cost comes from, and what to charge.

Wholesale and retail pricing

Price lists with their own minimums and case packs. Put a client on one and their documents use its prices.

Passwords & signing in

Signing in with your email or Google, choosing and changing a password, and the reset link when you've forgotten it.

Roles, permissions, two-factor and sessions

The roles and permissions, your sign-in address, two-factor authentication and passkeys, and the devices you're signed in on.

Your data

The full download and restoring it, clearing out old files, support sessions, and deleting a workspace.

Importing your spreadsheet

Load clients, items, materials, stock, orders, invoices, payments and more from a CSV, with mapping, review, duplicates and undo.

Quotes

Priced proposals: send them, get them accepted, and convert them to an order, an invoice or a project.

Orders & shipping

Confirmed work: shipping, tracking, packing slips and invoicing.

Invoices & payments

Bill clients, record payments and track what's owed.

Tax

Named rates and groups, per-line tax, exempt clients and the tax collected.

Getting paid online

Let clients pay by card or US bank account on the share link, through your own Stripe account.

Credit notes, refunds, returns and write-offs

Correct a sale with a credit note, put goods back in stock, refund a client, or write off a bad debt.

Deposits, installments and final invoices

Payment terms that ask for a deposit, the deposit invoice raised when a quote is accepted, installments on an order, and the final invoice that takes off what's been paid.

Recurring invoices, cards on file and late fees

Invoices on a schedule, a card on file charged on the due date, and late fees.

Signatures on quotes

Clients sign quotes by typing or drawing their name, and OrderDen keeps a record of who signed, when, from where and what.

When an email doesn't arrive

What a bounced address and a spam complaint mean, what OrderDen does about each, and how to get an address working again.

Reminders, follow-ups and status emails

Automatic emails that chase unpaid invoices, follow up on quotes and tell clients their order shipped.

Statements of account

What a client owes over a period: printed, emailed, scheduled and on their portal.

Client portal

Give a client an account to see everything of theirs, message you about a document, and send files both ways.

Documents & sharing

Themes, numbering, printing, email, attachments and share links.

Projects: track time, costs and profit on a piece of work

Group a job's quote, orders, invoices, materials, hours and expenses, and see whether it made money.

Shipping labels

Buy postage from the order, with USPS, UPS and FedEx priced side by side and the label kept to print.

Inventory: what's on the shelf, and where

How many you have and which bin they're in: the movement ledger, allocations, bins, stocktakes, barcodes and valuation.

Spending: purchases and expenses in one list

Everything that went out on one screen, and why purchases and expenses stay separate records.

Vendors & purchasing

Suppliers, purchase orders, receiving deliveries and paying for them.

Expenses, receipts and profit and loss

Photograph a receipt, file it under a category, charge it back to a client, and see your profit and loss.

Materials, bills of materials and what things cost

What you buy, the units you count it in, and the bill of materials that turns both into a cost per unit, with labor and overhead.

Making stock: production runs, batches and costs

Turn a bill of materials into stock: what a run uses and makes, what a batch cost, batch codes, buildable quantity and made to order.

Order dates in your calendar

Put the workspace's order dates in the Google Calendar you already look at, in a calendar of its own.

Reports

Revenue and margin, quotes, fulfillment, tax, payments, credits, what's owed and coming in, stock, production, spending and profit.

Tax time: COGS, inventory value and your expense summary

What the things you sold cost you, laid out the way a tax return asks for it, with the reconciliation underneath and your expense summary.

Handing the numbers to your accountant

A period's sales, credits, payments, bills, expenses, fees and journal in one zip, mapped to your own chart of accounts.

Activity & history

The trail of every change and who made it, for the workspace and each record.

Search & lists

Search, filters, columns, saved views, bulk actions, tags and exports.

Custom fields

Your own fields on clients, items, documents and more, kept as values the API can filter and export.

Settings

Personal Settings, Company Settings and Account & Billing: who sees what, and where everything is.

Plans & billing

Free and Unlimited: the 50 free invoices, the price per seat, yearly billing, codes, referrals and refunds.

Account credit

Credit we've put on your OrderDen bill, and how it comes off your next invoice.

Webhooks

Get told when something happens: the events, signed deliveries and retries, polling for anything without a public URL, and idempotency keys.

Zapier, Make and n8n

Connect OrderDen to Zapier, Make or n8n with a webhook and an API key, and where each comes from.

API reference

The public REST API, included in every plan.