Learn Mokapen

Orders Guide

An order is the customer's commercial confirmation: the document with price list, discounts, VAT and terms that formalizes the purchase or delivery commitment. In Mokapen an order is not a PDF filed in a shared folder. It is a live CRM record, linked to the contact and company, tracked in the timeline, syncable with invoicing software and ready to become an e-invoice without re-entering line items.

This guide walks you through daily use: creating or generating an order from an accepted quote, managing fulfillment with the operational pipeline, sending the document to the customer, syncing with Fatture in Cloud and knowing where every job stands at all times. Automatic rules for discounts and shipping have dedicated guides; pipeline and templates remain in the final sections.

The orders area is in Sales → Orders. It requires a suitable Premium plan with the Sales app active and tax rates configured at organization level (once, in Settings → Sales → Taxes).

How orders fit into the rest of your work

Before technical details, it helps to see where an order sits in the sales flow — that is what makes Mokapen work for you instead of against you.

In the typical path, a customer enters as a contact (website form, trade show, referral). When a real opportunity arises you open a deal to track the negotiation. If a formal proposal is needed you prepare a quote; when the customer accepts, the quote becomes an order — where the economic commitment is final and fulfillment, production and invoicing begin. You can also create the order directly (already agreed sale, contract renewal, recurring order) without going through a quote.

The order inherits from and feeds the rest: if it comes from an accepted quote, items, customer, discounts and terms copy over with no re-entry; if you open it from the company card, recipient and dedicated discount fill in automatically. Once issued, the order links to projects, delivery tasks, support tickets and — via sync — to accounting for invoicing.

The practical benefit: six months later when someone on the team opens a customer contact, they see full history — quotes sent, orders issued, which are fulfilled or invoiced, with what amounts and items. No shared Excel file, no «orders 2026» folder to hunt through.

Use cases

• Signed B2B contract: order with recurring service lines, payment terms in economic conditions, branded PDF with the organization template.
• Sale from accepted quote: order generated from the quote with items, amounts and customer already aligned — one click and you are ready for fulfillment or invoicing.
• Operations and delivery: order linked to project and fulfillment tasks; connections to after-sales tickets to track the full cycle.
• Fiscal integration: sync to Fatture in Cloud — the order with its lines becomes the basis for e-invoicing without re-entry in accounting.

The Orders page: where you start every day

When you go to Sales → Orders you see the Kanban board: columns where each column is an operational phase (New Order, Taken in charge, To be invoiced, Invoiced, Fulfilled, Standby, Cancelled — customizable). Each order is a card in its status column. At a glance you see how many orders await fulfillment, how many are in invoicing, how many are closed.

This is the right view for daily work: open Mokapen in the morning, look at «Taken in charge» — orders to work on today. Look at «To be invoiced» — those to pass to accounting. The «Fulfilled» column shows closed jobs for the period, with total amount at the top of the column.

At the top you have two tools you will use often: the pipeline selector (if you have different processes — e.g. products vs services — each has its own pipeline and phases) and the Filters button. Filters narrow the view: only a certain customer's orders, above a certain amount, a certain owner, a certain tag. If you often use the same combination, save it as a saved filter and recall it with one click.

To advance an order's phase you do not need to open it: drag the card from «Taken in charge» to «To be invoiced» and status updates. Fast during ops meetings or morning rounds of open jobs.

The + Order button top right opens the editor to create a new order — see «Creating an order» later.

Kanban view (default)

A board divided by pipeline phase; each order is a card. Total amount at the top of each column gives economic volume by status. To advance, drag the card: status updates without opening the order.

List view

Classic table: one row per order, configurable columns (code, customer, amount, status, owner, date, tags). Sort by clicking headers and select multiple rows with checkboxes for bulk actions: change owner, archive an end-of-year batch, export CSV for accounting.

Which to use, how and when

Rule of thumb: Kanban to work (advance orders, open, comment, manage fulfillment), List to review and fix (check numbers, sort by amount, bulk edits, export, analysis). Switch with the selector top right. Filters and active pipeline stay the same.

The order record

When you click a card on the Kanban (or a row in the List), the order opens. If you have a Premium plan you can switch to the full page with the expand icon at the top — handy when working on long orders with many line items or detailed terms text.

At the top you find the order code (e.g. #ORD-3-2026) and the title. The code uniquely identifies the order — see the dedicated section. The title is the description you give it, such as «2026 plant maintenance order — Acme customer»: it helps you recognize it, but does not appear as such on the PDF.

Below the title is the action bar: pipeline status, privacy, tags, attachments, notes, Copy link, Options menu (Clone, Archive, Delete). The + Create and connect button links tasks, appointments, projects, tickets — the link is automatic and bidirectional.

Top right is the document bar: Preview, Download (PDF/Word), Send email — see the dedicated section.

The rest of the record is organized in blocks: sender and recipient, commercial data, line items, totals, document design, economic conditions, connections and sync.

The sender is pre-filled from organization settings (name, address, VAT number, logo). You set the recipient by selecting company and contact from the directory: name, address, VAT number, email and phone load automatically. If the company has a dedicated discount in its record, it applies to all lines. If the customer does not exist yet, you can create them on the fly by typing their name.

Shipping: costs and delivery address

On the order full page (not the compact side panel) you find the collapsible Shipping block (truck icon). Here you manage everything related to physical delivery: shipping cost, destination country, shipping address and goods recipient data (name, address, postal code, city, province, phone, email).

You can enter the shipping cost manually or let Mokapen calculate it automatically based on geographic zones (Settings → Sales → Orders → Shipping). Automatic calculation considers the destination country and, if the zone is set «by weight», the weight of products on lines (quantity × catalog weight). When you add or remove product lines or change country, the system can recalculate the cost and update totals.

If the order amount exceeds the zone free shipping threshold, Mokapen zeroes the cost. Shipping amount is added to order totals (after items) and when syncing to Fatture in Cloud can become a dedicated line. Zone setup details in the Shipping guide.

Order code: automatic numbering (and how to change it)

Every order has a unique code that identifies the document internally (Kanban, lists, connections) and appears on the PDF as the order reference.

Mokapen generates the code automatically on save if empty: annual sequential in ORD-NUMBER-YEAR format (e.g. ORD-1-2026, ORD-2-2026). Every January 1st the counter resets. If you change the order date to a different year, the code regenerates to match that year.

You can set the code manually: click the code in the header, type what you want, save. Useful to align with ERP or external accounting numbering. Codes outside the standard format do not affect automatic sequencing. Watch out for duplicates: better to leave automatic numbering and intervene only when needed.

In PDFs/emails the file name can be Sender - ORD-3-2026.pdf.

Line items: building the order's commercial document

Line items are the heart of the order: the rows that describe to the customer what you are selling or delivering and how much it costs. Each row has a title, quantity, unit price, VAT rate and total. Everything else — discounts, net/gross calculation, margin, taxes — is calculated in real time as you work.

When you click + Item a modal opens with the first choice: what type of row to add. There are five options, and the difference is not cosmetic — it changes what the row represents in the order.

New item or from connected quote

On an order linked to one or more quotes (Connections tab), the + Item button becomes a menu with two options: New (standard modal, as on quotes) and From connected quote. The second option appears only if at least one quote is connected to the order — useful when the order starts partial or when you add lines later without re-entering prices and VAT.

Choosing From connected quote opens a modal: you select which quote (if you have linked more than one), Mokapen loads its line items with title, quantity and price. Check those to import — even just some — and confirm with Add. Selected rows are added to the order with the same data as the quote (product/service, quantity, price, line discount, VAT). You can then edit them individually like any other row.

The five item types

Each row can be one of these five types, and the choice changes what the row represents in the order:

• Service — pulls from the Services catalog. Use it for something intangible (consulting, a subscription, a day-rate intervention). Select the service from the menu and price, VAT, code and description are pre-filled from the catalog. You can still modify them on the row if for this specific customer you apply a different price: the catalog stays unchanged.
• Product — works like Service but pulls from the Products catalog: hardware, materials, software licenses, anything tangible or with a SKU.
• Generic item — free row: no catalog link, you write title, price and quantity by hand. Perfect for occasional items that do not belong in the catalog («Milan travel», «One-time initial setup», «Logo graphic customization»).
• Generic % item — calculated row: enter a percentage (positive or negative) and Mokapen calculates the amount as a percentage of the net of previous rows. Classic use: order discount («Loyalty discount −10%» after listing all items) or a surcharge («Urgent service +15%»). The number recalculates in real time if you add a row above or change a price.
• Text-only % item — like the previous but without calculated amount: shows only the label on the document. Use when you want to tell the customer something without changing totals («Discount already included in prices», «Reduced VAT on some items»).

What you write in each row

Regardless of type, every line item has the same fields (with small differences for % types):

• Title and note — what the customer reads on the PDF. Title is the main line («Routine server maintenance»), note is the description below («Includes two quarterly visits, ticket handling, security updates»). Pre-filled from catalog if selected; you write it for generic items.
• Quantity and unit price — make the line total. Default quantity is 1, so for a one-shot service you only need the price. For consumption-based lines (hours, days, licenses) enter the real quantity.
• VAT rate — chosen from those configured in your organization (Settings → Sales → Taxes). If rates are not configured yet, Mokapen warns you before letting you create items. The system defaults to the product/service catalog rate, or your country's standard rate for generic items.
• Line discount — percentage discount on the single item (0–100%): useful for a special price on one item without touching others. Different from customer discount and document discount — see below.
• Unit cost — internal field, not visible to the customer: used for margin and markup. If filled, the order shows how much you earn on that line. Not required, but if you work with tight margins or want order profitability, worth entering at least on main items.

Net or gross prices: what to choose

Above the item list there is a «Use gross prices» toggle. It is not a technical detail: it changes what the number in the price field means.

• Net prices (default) — you enter price without VAT. If you write €100 on a line with 22% VAT, the customer sees €100 net + €22 VAT = €122 total. Standard for B2B: your contact thinks in net because they deduct VAT.
• Gross prices — you enter price including VAT. If you write €122 on a line with 22% VAT, Mokapen splits: €100 net, €22 VAT. Natural for B2C: the private customer wants to know what they pay at checkout, not the split.

The toggle applies to the whole order: you cannot mix net and gross lines. Choose based on customer: company almost always net; end consumer almost always gross.

Discounts: full cascade (up to five levels)

Discounts apply in cascade on the remaining base (percentages do not add up). Beyond customer, line and manual, orders can also use org rules for quantity and total net amount. Full setup in the Discounts guide.

Typical order of application on a €1,000 net line:

1. Start from €1,000.
2. Customer discount (company record), e.g. 10% → €900.
3. Line / fixed item discount, e.g. 5% → €855.
4. Quantity discount (Settings → Orders → Discount), if triggered → base reduced further.
5. Total net amount discount (same settings), if the volume tier is reached.
6. Manual document discount («Add discount» below items) — final negotiated lever.
7. Calculate VAT on the net after discounts. Then add any shipping cost.

In practice you rarely use all levels together. Common patterns:

• Customer discount — loyalty on the company record.
• Line discount — special price on one item.
• Quantity / volume — automatic wholesale rules (Discounts guide).
• Manual document — closing the deal on the current order.

The totals block shows each valued level separately. Until you enable manual discount, customer, line and (if configured) automatic rules remain.

If the order comes from an accepted quote or a won deal, Mokapen can pre-fill the lines — verify and adjust before sending to the customer or syncing with accounting.

Reorder, edit, delete rows

Rows can be dragged to reorder: the order on screen is the order the customer sees on the PDF. Put main items first, then accessories, then any percentage discounts — so the order reads well.

To edit a row click the edit icon: the same creation modal reopens. To delete, the trash icon. Mokapen does not ask for confirmation on row deletion (recreating takes seconds), but on important orders it is worth saving periodically.

Totals: what the customer sees and what only you see

The totals block at the bottom of the items section shows all the order math. Items visible to the customer on the PDF are:

• Net total — sum of line taxable amounts.
• Discounts applied — one by one if there are different types.
• Taxes — separate by VAT rate.
• Gross total — the final figure the customer sees.

There are then three items you see only internally and that never appear on the PDF. They show only if you filled unit cost on lines:

• Margin — difference between net price and total cost.
• Margin % — margin relative to selling price.
• Markup % — margin relative to cost.

These are your internal profitability metrics, useful to decide if you can still lower the price to close.

Document design: PDF templates and how to customize them

The PDF the customer receives is not composed from scratch each time: it starts from a template that defines layout, colors, logo position, line item table structure, where the signature goes. On the order record you find the Design block with a dropdown to choose which template to use.

System templates (ready to use)

Mokapen includes four default templates — Standard 1, Standard 2, Standard 3, Standard 4 — with different layouts. They differ in logo position (top left, centered, right), line table style (with or without alternating rows, borders or separators only), sender/recipient block layout, signature block position. They are already configured and automatically use your organization data (logo, colors, tax data).

If you are starting out and have no time to customize, try the four standard templates with the same order (just change template and click Preview) and pick the one you like. Many users stay on standard templates for years without issues.

Your organization's custom templates

If you have specific needs — precise brand colors, a layout required by your sector, extra blocks like warranty terms or digital signature — you can create custom templates in the organization Templates area (side menu). Each template is of a specific type (Order, Quote, Invoice...) and defines document structure with customizable blocks.

A custom template lets you:

• Define which blocks to show and their position (header, sender, recipient, line table, conditions, signature, legal notes).
• Set colors, fonts and table style to match the brand.
• Pre-load standard text in economic conditions: when you create a new order with that template, conditions text fills automatically with the wording you prepared (validity, payment terms, regulatory references).

In your organization's template list you can mark a template as default: it will be proposed automatically on all new orders. Useful when the whole sales team must use the same layout without thinking about it.

If you change the template of an existing order (e.g. because that customer requires a different layout) and save, preview and download will use the new design — without touching items, prices or conditions you already wrote.

Economic conditions: the order's free text

In the Document block you find the economic conditions editor: a rich text area (bold, italic, lists, links, tables) where you write everything around items and numbers. Payment terms («30 days from invoice date»), offer validity («valid until 31/03/2026»), confidentiality clauses, delivery times, warranties, penalties, regulatory references.

If you set a template with pre-loaded conditions, the editor fills automatically on order creation — you only change what is needed for the specific case. If the template has no pre-loaded conditions, you start blank and write freely.

Conditions text appears on the PDF below the item table, before the signature block. It is not indexed or analyzed by Mokapen: pure document content, the formatting you see in the editor is what the customer sees.

Preview, download and sending to the customer

When the order is ready — items entered, conditions written, customer linked — it is time to deliver it. Mokapen gives you three paths, from simplest to most professional.

Preview: check before sending

The Preview button top right of the record shows the PDF exactly as the customer will see it, directly in the browser in A4 format. It does not generate a file to download: it is an on-the-fly rendering with current data and template.

Use it always before sending. It reveals in two seconds what you miss on the record: a line title cut because too long, a note wrapping badly, logo positioned in a way you do not like with this template, wrong VAT rate on a line. Edit, save, open preview again — iterate until satisfied.

Important: preview reflects the saved order state. If you just changed items or conditions and have not saved, preview may not show the latest changes. Save and try again.

Download: PDF or Word

The Download button opens a menu with two options: PDF and Word (docx). PDF is the standard delivery format — not editable by the customer, professional, universal. The file name is built automatically as SenderName - OrderCode.pdf (example: «Acme Srl - ORD-3-2026.pdf»), so when the customer saves it they find it already identified.

Word serves two specific cases: when you need to customize the document manually before sending (add a custom paragraph you do not want in the system), or when the customer asks for an editable format to integrate into a larger document. Note: exported Word is a snapshot of the order — changes there do not return to Mokapen.

Send email: deliver directly from the order

The Send email button opens a modal to send the order to the customer without leaving Mokapen, with the PDF attached.

The recipient is pre-filled with the linked contact or company email. You can add more recipients separated by semicolons — useful when your contact wants to copy purchasing or their accountant. The From field proposes email addresses configured as SMTP connections in the organization: if you have none, Mokapen uses its system address (the email still arrives, but from a generic address). To look professional, connect at least one company address (info@, sales@, your personal) in email connections.

The subject pre-fills with «Order {code}» — change it for something more specific («Our 2026 maintenance proposal»). The body is set with a standard greeting, but you can rewrite it completely: your last commercial note, a reference to a conversation, next steps.

Below you find two important options:

• Attach PDF document (on by default) — generates the order PDF and attaches it, so the customer always has a copy even if they do not click a link.
• Receive BCC copy — sends a hidden copy to your address, useful to track exactly what you sent and when.

After sending, the event is recorded in the order timeline (date, time, recipients): even if you return three weeks later, you know exactly when you sent it.

Sync with invoicing software

Mokapen is CRM and commercial document, not invoicing software: e-invoicing, VAT registers and journal stay on accounting (Fatture in Cloud, ERP, accountant). For orders, sync is the key step — here data becomes invoiceable without re-entry.

The most mature integration is with Fatture in Cloud: details in the dedicated Fatture in Cloud guide. By connecting the FIC account, customer records, product/service catalog and orders with line items flow from Mokapen to Fatture in Cloud, where they become e-invoices. Direction is configurable (export only, or bidirectional).

On the order the Sync tab shows status: synced, last successful operation, any errors. After changes to items or amounts in Mokapen, a new sync may be needed before accounting issues the invoice.

Records are matched between systems with VAT number and tax code anti-duplicate. VAT mapping and sync filters are configurable per organization in Integrations.

Typical flow: accepted quote → order in Mokapen → sync order to FIC → e-invoice from accounting. Mokapen handles CRM and order document; fiscal compliance stays on the connected accounting system.

Creating an order

There are three ways to start, and the choice changes how much work you do.

• From accepted quote (recommended when it exists) — from the quote with Accepted status, pipeline automation or + Create and connect → Order button. Items, customer, amounts and conditions copy over; the order is born already linked to the source quote. See the Quotes guide for the acceptance flow.
• From won deal — from the deal record, + Create and connect → Order. Customer and commercial data pre-fill; add or verify line items.
• Direct mode — from the Orders page click + Order top right. For already agreed sales without a formal quote or recurring orders. Create customer record on the fly if needed.

In all cases the operational sequence is the same:

1. Give a clear title: «2026 maintenance order — Acme Srl» is better than «Acme order».
2. Verify recipient and sender.
3. Choose the document template (Order type) or leave the default.
4. Add or verify items: main items first, then accessories, then percentage discounts.
5. Write economic conditions or correct text pre-loaded from the template.
6. Set owner, order date and initial pipeline status.
7. Save. Mokapen assigns code ORD-N-YEAR if you did not set it, calculates totals and the order is ready.

Click Preview, then Send email, Download PDF or start sync with accounting — depending on the next step in your process.

Everything does not need to be perfect on first save: you can return to edit items, prices and text. After sync to Fatture in Cloud, changes in Mokapen may require a new sync.

Editing an order

Order changes are done in three different ways, depending on what you need to change and on how many records.

Direct edit on the record

Open the order record (from Kanban or List) and edit where needed: click the title to rename, the pencil icon next to fields to correct them, add/remove line items, rewrite conditions. On the side panel fields save automatically one by one when you leave focus. On the full page you must click Save when you finish the block you were working on.

Note: if you change items or conditions text, remember to save first before generating preview or sending — otherwise the PDF sent is still the previous version.

Advancing status from Kanban

If the only thing to change is the order phase (moved to fulfillment, invoiced, delivery completed), do not even open the record: drag the card on the Kanban from one column to another. Status updates instantly. Most efficient way to manage fulfillment during ops meetings or morning rounds of open jobs.

One restriction: «terminal» statuses — those at 100% (like Fulfilled) or 0% (Cancelled) — can only be changed to other statuses by users with member role in the organization. Protection to prevent external collaborators from «reopening» already closed orders.

Bulk edit from List view

When you need to change something on many orders — reassign all of a salesperson who left, add a tag to a batch of summer orders, move status on a batch — switch to List view, filter to find the right orders, select with checkboxes, and click Edit in the action bar that appears at the top.

The bulk edit modal shows only fields that make sense in bulk: owner, status, tags, simple custom fields. You cannot bulk edit items or text — those are by definition specific to a single order. Confirm, and the change applies to all selections.

Other bulk actions in the same bar are Clone, Archive and Delete — see dedicated sections.

Deleting an order

Delete orders created by mistake or duplicate tests. Prefer Archive if the order has useful history (sent, fulfilled or synced, connections with customer or deal) and you do not want to lose trace on the contact or company.

Single deletion

1. Open the record → Options (three dots) → Delete (red item).
2. Confirm in the modal.

With Advanced Premium the order goes to the trash (Orders page → Actions → Order trash). From there you can Restore or Delete permanently. If you open an order already in trash, a Restore / Delete permanently banner appears.

On Free plan (without Advanced Premium) deletion is generally permanent right after confirmation, without trash — check your organization permissions.

Multiple deletion

1. List view → select → Delete (red button) → confirm.

Consider impact on sync and invoicing already started before permanently deleting.

Archiving an order

An order is not like a task you «complete» and it disappears. Even when the job is done — fulfilled, invoiced, cancelled — the record stays useful: it is commercial history of the customer, and it is fine to find it in connections on their record, in year reports, in analysis of past orders. Archive does exactly this: moves the order out of active views (Kanban and List no longer show it) but keeps it intact. It still appears on the linked customer record and in historical reports, and you can consult it anytime from Orders → Actions → Order archive.

Single archive

1. Open the record → Options → Archive.
2. Confirm in the modal.

To reopen it (customer calls back months later and you want to continue from there): find it in archive, open the record, Options → Restore, and it returns to active Kanban in the status it had before archiving.

Multiple archive

1. List view → select → Archive in bulk bar → confirm.

When to archive and when to delete? Practical rule: archive if the order really happened (you sent it, there were discussions, it has historical value), delete if it is a mistake (created by error, duplicate, test). Do not archive for «cleanup»: Kanban with filters already gives you all the cleanup you need, and old but good orders are added value on the customer record.

Cloning an order

If you have a template order you reuse often — same item structure with small variations for a different customer — do not recreate from scratch each time: clone it. The cloned order keeps all items, conditions, template and selected attachments; you change the recipient customer and adjust prices if needed.

Single clone

1. Open the record → Options (three dots) → Clone.
2. In the modal choose with checkboxes what to carry to the copy: items (always), and optionally attachments, connections, comments, timeline history. If you work on multiple organizations with the same account, you can clone the order to another organization.
3. Confirm.

Mokapen creates the new order with a suffix in the title to distinguish it from the original. It gets a new code (current year sequential) and is not linked to the original customer — you set the right recipient. The original stays unchanged: cloning is a copy, not a move.

Multiple clone

1. List view → select with checkboxes → Clone in bulk bar → choose options once for all → confirm.

From quote or won deal

Most orders come from something that already happened upstream — an accepted quote or a won deal. Mokapen avoids re-entering items and customer data in these steps.

There are two main paths:

• From accepted quote — when the customer accepts (online via OTP, manually or with pipeline automation at 100%), Mokapen offers to create the linked order with the same items, amounts and conditions. Confirm the modal and in seconds you have an order with code ORD-N-YEAR, linked to the quote in Connections. The quote stays in the system: from the customer record you see «offer sent in March, accepted in April, order issued in April». Details on the quote flow in the Quotes guide.
• From won deal — from the deal record, + Create and connect → Order. Customer, contact and commercial data pre-fill; add or verify lines. The bidirectional connection stays tracked for reporting and audit.

In both cases always verify items, prices and conditions before sending to the customer or syncing: the quote may have been under negotiation until the last moment, and the order is the definitive document.

Related sections

The order does not live in isolation: other Mokapen areas surround it and are worth knowing to really use it.

• Connections — link the order to deals, source quote, projects, follow-up tasks, support tickets, other related orders. Each connection is bidirectional (from the order you see the task, from the task you see the order). When you open the customer record six months later, you reconstruct everything that happened at a glance.
• Attachments — attach to the order specifications, technical specs, contract drafts, screenshots the customer sent. They stay on the order record and are findable searching organization files.
• Updates — the timeline (or activity log) is the full history of everything that happened to the order: when created, who changed what and when, every email sent (with recipients), every document send and sync (with IP and date). Forensically useful: if there is a discussion about «what we said», the timeline gives the answer with data.
• Tags — free classification to filter and search quickly: «Enterprise», «Renewal», «To relaunch», «Complex», whatever taxonomy makes sense for you. Orders page filters work very well with tags.

Order settings

Settings live in Settings → Sales → Orders. With the Orders app and a suitable Premium plan, Members (and above) can manage them — not only Owners. Available cards:

• Pipeline and statuses — see below.
• Fields and List & columns — marked coming soon in the UI (not yet configurable from this hub).
• Discount — automatic quantity and total-net rules (+ cascade with customer/line/manual).
• Shipping — geographic zones (fixed or by weight, free shipping). Without zones, shipping cost on the order stays manual.

List view columns can still be adapted from the List Actions menu where the product allows; organization custom fields stay in the global fields/entity settings area, not on these «coming soon» cards.

Order pipeline and statuses

The order pipeline models operational fulfillment, not commercial negotiation (that stays on quotes). By default Mokapen proposes seven statuses:

• New Order (20%) — just created, awaiting takeover.
• Taken in charge (40%) — someone on the team is working on fulfillment.
• To be invoiced (60%) — ready to pass to accounting.
• Invoiced (80%) — invoice issued (or sync completed to accounting).
• Fulfilled (100%) — job closed successfully.
• Standby (0%) — temporary pause.
• Cancelled (0%) — order does not proceed.

Percentages («progress») feed the bar on Kanban cards and reports. Customize statuses, column order and progress in Settings → Sales → Orders → Pipeline and statuses. Multiple pipelines and team restriction work like on quotes.

Outside the orders area but important to make it work well there are two more configurations:

• Tax rates (Settings → Sales → Taxes) — if you have not configured at least one, items cannot be created.
• Document templates (organization Templates menu) — where you customize the PDF templates we discussed in the «Document design» section.

Order reports

Kanban and List are for working on individual orders; to understand overall performance — how many orders you made in the quarter, who is the top salesperson, which products end up most often in orders, trend of fulfilled and invoiced orders — there are dedicated reports, accessible from the Order reports page (requires Premium plan).

Available reports cover the most useful analytical views in a sales cycle:

• Distribution by status — how many orders are in each pipeline phase: essential to see bottlenecks.
• Distribution by pipeline — if you use more than one, see how work distributes across channels.
• Performance by owner — number of orders and economic volume per salesperson.
• Most ordered items — which products/services end up most often in orders. A goldmine to understand what the market really asks for.
• Orders per customer — who you covered and for what value.
• Economic volumes by period — monthly, quarterly, annual trend.
• Margin and markup — order profitability. Works only if you filled unit costs on line items: without costs, the report stays empty.

As everywhere in Mokapen, reports respect organization permissions: each user sees only records they can access based on role. A salesperson does not automatically see colleagues' orders unless permissions allow — useful for teams with internal competition or sensitive data.