Orders & Order Items
The 4-layer production workflow system
How It Works
SignGuy AI uses a 4-layer system that mirrors how a real sign shop operates:
Layer 1: Order — The master container for a customer's request
Layer 2: Order Items — Individual production items within an order
Layer 3: Quotes / Invoices — Financial documents generated from order items
Layer 4: Production Tasks — Department-level workflow stages
Creating an Order
- Go to Orders → + New Order
- Search or enter customer information
- Upload any artwork, drawings, or reference files
- Add order items using Quick Entry (fast, simple) or Detailed Entry (full specs + calculator)
- Click Save Order
Order Item Entry Modes
Quick Entry
For fast intake. Item name, category, quantity, price, and description. No calculator needed. Can be expanded to Detailed Entry later.
Detailed Entry
Full category-specific form with dynamic fields, settings-driven material options, and live pricing calculator. Shows real-time price estimate.
Categories
Each category loads its own form fields:
Banners
Width, height, material, hems, grommets, pole pockets, wind slits
Rigid Signs
Substrate, thickness, stakes, mounting hardware, lamination, drill holes
Cut Vinyl
Vinyl type, colors, layered/single, weed, mask, inside/outside mount
Digital Print
Media type, roll/sheet, print quality, lamination, mounting, contour cut
Vehicle Wrap
Vehicle type, coverage level, areas covered, install difficulty, paneling
Apparel
Garment type, brand, size breakdown (XS-5XL), decoration method, print locations with per-location details
Order Actions
- Generate Quote — creates a financial quote from order items
- Generate Invoice — creates an invoice from order items
- Generate Work Order — creates a production document with full specs
- Email Quote/Invoice — sends to customer via email
- Start Production — activates workflow for all enabled order items
- Status Change — quick status update (Approved, In Production, Ready, etc.)
Production Workflow
When an order item has workflow enabled, the system auto-generates production tasks based on the category template:
- 6 default templates (Rigid Signs 11 stages, Banners 12, Cut Vinyl 8, Vehicle Wrap 14, Apparel 11, Promo 5)
- Each task has: department, status, assigned employee, timestamps
- Task controls: Start, Complete, Pause, On Hold, Rework
- Progress automatically rolls up: tasks → order item → order
- Production Board shows all tasks grouped by department
- Admin can customize templates in Settings → Workflow Templates
Pricing
All pricing comes from your settings (Settings → Materials & Pricing):
- Material costs, labor rates, markup, overhead — all configurable
- Live estimate updates as you fill in the form
- Calculator mode (from settings) or Manual mode (override)
- Pricing snapshots preserved on each order item
- Apparel quantity discounts: 12+ (5%), 24+ (10%), 48+ (15%), 72+ (20%), 144+ (25%)
Signatures & Drawings
Orders support in-app signature capture and whiteboard drawings:
Signature Capture
- • Capture customer signatures on tablet or desktop
- • Records signer name, timestamp, and IP address
- • View full signature history on any order
- • Send signature requests via email link
- • Supports quote approvals, order authorizations, delivery confirmations
Order Drawings (Whiteboard)
- • Create sketches, measurement notes, install diagrams
- • Tools: pen, arrow, circle, text with colors and sizes
- • Autosaves as you draw
- • Multiple drawings per order
- • Works with mouse or finger on mobile