Ambivo Commerce User Guide
DocsCRM-008
Orders and Invoices
View and manage orders and invoices linked to CRM accounts and contacts
Orders and invoices are the financial backbone of your sales process. An order captures what a customer wants to buy, and an invoice is the bill you send them for payment. This guide covers how to create and manage both in Ambivo.
What Are Orders and Invoices?
- Order — A record of what a customer has agreed to purchase, including products, quantities, and pricing. Orders are typically created after an opportunity is won.
- Invoice — A formal bill sent to the customer requesting payment. Invoices can be created from orders or independently.
The typical flow is: Opportunity Won → Order Created → Invoice Generated → Payment Received.
Getting There
- Log in to Ambivo
- Switch to the Commerce application (use the Apps panel in the top bar)
- Click Orders or Invoices in the left sidebar
From Opportunity to Order (Automatic)
Most orders in Ambivo are not created by hand — they appear automatically the moment an opportunity is marked as Closed Won.
What Triggers It
- An order is generated as soon as an opportunity's stage is set to Closed Won
- Moving an already-won opportunity around does not create a second order — Ambivo updates the existing one instead
What Gets Copied
- The customer — contact and account; lead-style records are upgraded to Customer automatically
- The products — every line from the opportunity becomes an order line with quantity, unit price, and renewal date
- The deal value — opportunity sale value becomes the order total
- The close date — used as the fulfillment date
- The most recent notes — appended to the order's activity trail
- Salesperson attribution — credited on each product carries through to the order line
What Happens After the Order Appears
- An invoice is generated from the order
- The deal is recorded in the sales transaction log for commission reports
- Automation rules on new orders run
- A renewal reminder is scheduled through the renewal workflow
- If the customer has a consumer-facing login, they receive a push notification
Things to Know
- The order always starts in Pending Fulfillment
- Missing products on the opportunity = empty order shell with no lines and no invoice
- You can still edit the generated order before fulfillment
Create an Order
- 1
Create order
From the Orders list, click + New. Select Customer and Order Date. Status typically starts as Draft.
- 2
Add line items
Click Add Line Item, select a Product, enter Quantity and Price. Repeat for additional items.
- 3
Save
Review Subtotal, Tax, and Total. Click Save.
What Happens Next
The order is saved in Draft status. You can review it, make edits, and when ready, advance it to a confirmed or pending status.
Order Statuses
| Status | Meaning |
|---|---|
| Draft | Order is being prepared, can be freely edited |
| Open | Order has been confirmed and is active |
| Customer Approval | Waiting for the customer to approve the order |
| Customer Approved | Customer has approved the order |
| Internal Approval | Waiting for internal approval |
| Pending Fulfillment | Approved and waiting to be fulfilled |
| Fulfilled | Order has been fulfilled and delivered |
| Invoiced | An invoice has been generated for this order |
| Paid | Payment has been received for this order |
| Cancelled | Order was cancelled |
Your administrator can customize order statuses — rename or recolor built-in ones and add new ones. Built-in automation keeps working after a rename because the underlying identifier is preserved.
Create an Invoice
From an Order
- 1
Generate invoice
Open a confirmed Order, click Create Invoice or Generate Invoice, review line items carried over from the order, adjust if needed, and click Save.
Standalone Invoice
- 1
Create invoice
From the Invoices list, click + New. Select Customer, set Invoice Date and Due Date, add Line Items, review the total, and click Save.
Invoice Statuses
| Status | Meaning |
|---|---|
| Draft | Invoice is being composed, not yet sent |
| Open | Invoice has been finalized and sent to the customer |
| Paid | Customer has paid the full amount |
| Void | Invoice has been voided and is no longer valid |
| Cancelled | Invoice was cancelled before payment |
| Uncollectible | Payment is not expected to be received |
Send an Invoice to a Customer
- 1
Send
Open the invoice, ensure status is Open, click Send or Send Invoice, review the recipient email, optionally add a personal message, and click Send.
What Happens Next
The customer receives the invoice by email. Depending on your setup, they may also be able to pay directly through a payment link in the email.
Record a Payment Against an Invoice
- 1
Record payment
Open the invoice, click Record Payment, enter Payment Amount, Payment Method, and Payment Date. Click Save.
What Happens Next
The invoice balance is updated. If the full amount is paid, the status changes to Paid. Partial payments reduce the outstanding balance but the invoice stays Open until paid in full.
View and Edit Orders and Invoices
- Click any order or invoice from the list to open the detail page
- Review line items, totals, status, and linked records
- Click Edit to make changes (available for Draft and some Pending statuses)
- Line Items, Customer Information, Status History, and Linked Records are shown on the detail page
How Commissions Work on Orders
Every order line in Ambivo can credit one or more salespeople with a commission share. A deeper walkthrough lives in Products and Commissions (CRM-009); this section focuses on how commissions show up on orders.
The Pieces
- A commission plan — the rulebook (flat percentage, tiered, cumulative, or margin-based)
- An assignment — which agent is on which plan, and for what dates
- The order line — the actual sale with who gets credited and how splits work
Splits on a Single Line
A single order line can be split between multiple agents (e.g., closer 70%, sales engineer 30%). The order shows a Sales Agents block with each contributor and their share.
How the Calculation Happens
- Looks up the agent's active plan based on the sale date
- For cumulative plans, pulls in all prior sales in the period
- Applies the plan's math and produces a commission amount
- Saves the result as a commission record to review, approve, and mark as paid
When Do Orders Start Contributing to Commissions?
The moment an order enters Pending Fulfillment, it shows up in the sales transaction log. The commission amount isn't filled in until someone runs the calculation — keeping the platform flexible for retroactive plan changes.
Things to Know
- Plans are tenant-wide; assignments are per-agent
- Avoid overlapping assignments for the same agent
- History survives a user merge — attribution rewrites to the merged user
- Payout tracking is scaffolded — marking Paid is supported; automated payroll links are not yet in place
Common Questions
Can I create an invoice without an order?
Yes. You can create standalone invoices directly from the Invoices section.
Can I partially invoice an order?
Yes. Adjust line items when creating an invoice from an order. Create additional invoices later for remaining items.
What happens if I cancel an invoice?
Cancelling changes status to Cancelled and reverses related accounting entries. If payments were recorded, you may need to issue a refund.
Can customers pay online?
If you have payment integrations set up (like Stripe), customers can pay through a secure payment link in the invoice email.
Tips and Best Practices
- Always create orders from won opportunities for a clear audit trail from deal to revenue
- Set realistic due dates on invoices and follow up promptly on overdue payments
- Use line items from your product catalog for consistent pricing
- Review Draft orders and invoices regularly
- Record payments promptly to keep financial records accurate