Quotes, Invoices & Shop Floor Production Engine

The Quote & Invoice Engine is the primary revenue and production workflow driver of Print Life Software. It powers the entire lifecycle of custom apparel jobs—from initial quote assembly and multi-project price proration to digital customer approvals, integrated credit card processing, split-payer billing, and tablet-optimized shop floor execution.

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1. Where to Access Quotes & Invoices

• Sidebar Quick Action: Click the + Quote button at the very top of the left sidebar to open the quote builder (/quotes-invoices/new) from anywhere in the app without leaving your current screen.
• Main Quote Directory: Click Quotes & Invoices (/quotes-invoices) under the top-level operations in the left sidebar to view, filter, and manage all active quotes, invoices, and completed orders—complete with a Payment Status column to the right of Total Amount showing Paid in Full, 50% Deposit Paid (or [N]% Deposit Paid), or Full Balance.
• Editing a Job: Click on any quote or invoice row to open the full Quote Builder workspace (/quotes-invoices/[id]).

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2. Standard Operating Procedure (The Guided Workflow Stepper)

Every quote and invoice features a visual Standard Operating Procedure (SOP) Stepper pinned to the top of the document. The stepper dynamically guides your team through each phase of the job:

• Drafting Phase: Directs staff through Assign Customer $\rightarrow$ Add Items $\rightarrow$ Add Decorations $\rightarrow$ Review & Save.
• Order Lifecycle Phase: For active custom orders, tracking Send to Customer $\rightarrow$ Artwork Proof Approval $\rightarrow$ Customer Terms Approval $\rightarrow$ Collect Deposit / Payment $\rightarrow$ Ready for Production.
• Fulfillment Phase: Dedicated to wave-based batch fulfillment, tracking Finalize Batch $\rightarrow$ Print Production Paperwork $\rightarrow$ In Production $\rightarrow$ Sort & Pack $\rightarrow$ Manifest Complete.

The Smart Action Bar (Bottom Footer)

The sticky bottom action bar guides staff to the next logical operational objective using intelligent visual cues:

• Action Required (Glow State): When an essential step is pending (e.g. Save Draft, Send Quote, Collect Payment), the primary action button pulses with an active glow.
• Completed State: Once the action is recorded, the button transitions to a neutral outline state.
• Contextual Controls: Provides instant access to customer PDF downloads, the Print Station menu, activity logs, and status updates.

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3. Financial Calculation Engine (How Quote Pricing Works)

Print Life calculates retail garment and decoration pricing dynamically to ensure that both a 12-piece short run and a 500-piece bulk order are mathematically profitable.

a. The "Fully Loaded" Unit Price Formula

$$\text{Finished Unit Price} = (\text{Wholesale Blank Cost} + \text{Product Markup}) + \left(\frac{\text{Total Project Decoration Cost}}{\text{Total Order Quantity}}\right) + \text{Personalization Fee}$$

b. Shared Load Decoration Proration

The engine aggregates all setup fees (screens, digitizing, film prep) and press run charges across all print locations on a project and divides that sum by the total piece count. Setup costs are automatically distributed across the garments, meaning:

• A smaller order automatically carries a higher per-piece decoration share to absorb setup labor.
• A larger order automatically benefits from economies of scale without manual rate calculations.

c. The Cash Price Standard & Surcharge Fee Recovery

To ensure accounting precision across all payment channels, Print Life operates on a Cash-First Pricing Standard:

• Base Quote Total: Represents the cash or check amount (Subtotal + Tax + Shipping).
• Credit Card Fee Recovery: If enabled in Settings $\rightarrow$ Features, a credit card processing surcharge (e.g. 3% + $0.30) is calculated dynamically only during card checkout on the secure payment portal. Surcharges are never billed on cash or check payments, ensuring your shop recovers payment processing fees compliant with merchant regulations.

d. Discounts, Turnaround Fees & Tax Exemptions

• Global Discounts: Applied to the project subtotal as either a Percentage (%) or a Fixed Dollar Amount ($).
• Turnaround Rush Fees: Evaluated as a flat dollar rush charge or a percentage surcharge based on your production lead time settings.
• Sales Tax & Tax Exemptions: Evaluates tax based on the assigned tax rate. Toggling the master Tax Exempt switch sets tax to $0.00 while preserving the customer's tax certificate record for accounting reports.

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4. Line Item Assembly & Granular Price Overrides

a. Adding Products & Intelligent Size Ordering

When adding apparel items to a quote, you can choose from two sources in the Live Search panel:

1. My Products: Custom garments, customer-supplied blanks, and Quick Items saved in your shop library.
2. Supplier Live Search: Live catalog integration with SanMar, S&S Activewear, and AlphaBroder with real-time stock levels and negotiated wholesale pricing.

Sizes are automatically sorted in natural retail progression (XS, S, M, L, XL, 2XL, 3XL, 4XL) rather than alphabetical order.

b. The 4 Types of Price Overrides

Print Life provides four distinct, independent override controls so sales reps can tailor pricing without altering master price matrices:

1. Decoration Price Override:
   • Where: On the dedicated bottom action bar of any Decoration Card $\rightarrow$ click the $ Price Override button.
   • What it does: Sets a custom per-piece decoration run charge (e.g., locked at $3.00/pc) for that specific print location. Displays an amber Price Overridden badge with a 1-click Reset to Matrix option.
2. Product-Only Price Override:
   • Where: On the product row action bar, click Edit Breakdown (or Add Sizes) $\rightarrow$ select Product Only mode.
   • What it does: Overrides the blank garment price for specific size variants (e.g., setting 2XL blanks to $10.50 while leaving small–XL at standard markup). Decoration fees remain separate line items.
3. All-Inclusive Unit Price Override:
   • Where: On the product row action bar, click Edit Breakdown (or Add Sizes) $\rightarrow$ select All-Inclusive mode.
   • What it does: Overrides the final combined per-unit price (Garment + Decoration) for specific sizes (e.g., $18.00 flat all-in).
4. Project Total & Flat Bundle Price Override:
   • Where: Click directly on the large bold Project Total price number in the bottom-right corner of any Project container card.
   • What it does: Overrides the entire calculated sub-project with a flat package amount (e.g., $1,200.00 flat bundle) or target per-piece average. An amber Price Overridden badge appears, the original calculated price is shown with a strikethrough, and a 1-click Reset to Calculated Price button restores standard matrix math.

c. Dedicated Action Button Bars

Every card and product line item features a dedicated, always-visible action bar along its bottom edge:

• Decoration Card Action Bar:
  • Edit Specs & Mockup (Button): Opens the unified full-screen Decoration & Mockup Studio with two top-level tabs (1. Decoration Specs for Price Matrix, Location, Placement, inline Print Dimensions & Specs (Print Width, Height, Unit, and Collar / Distance Offset), Method Details, Color Books, and Production Notes; and 2. Mockup Studio for the 3-column garment canvas selector, Live Spec & Color Book Swatch HUD Bar, interactive Artboard Canvas, and Artwork Library—where hovering over any past mockup or graphic reveals Checkmark (Assign as Mockup Proof), Rename (Auto-Fill Specs), and Delete buttons) and a unified bottom bar (Assigned Proofs dock + Update Decoration / Commit to Project on Tab 1 or Assign for [Colorway Name] / Assign Mockup on Tab 2).
  • Override Price (Button): Sets a custom per-piece decoration cost.
  • Library (Button): Opens the Art Manager to assign stored customer artwork directly as proofs.
  • ... (More Actions Menu): Provides 1-click Duplicate and Delete options.
• Product Line Item Action Bar & Info Stack:
  • Product View (Clickable Text Link): Located directly below the supplier name in the Quote Builder (and next to the garment title on the public customer quote). Opens a two-column showcase dialog displaying the full-width selected colorway image on the left and the product title, color swatch/name, and full product description on the right.
  • Edit Breakdown / Add Sizes (Button): Opens the size grid modal to enter quantities, manage per-size price overrides, and configure team personalization rosters.
  • Change Image (Button): Assigns custom product thumbnails or color swatches.
  • Customer Supplied (Toggle / Checkbox): Flags the garment as customer-provided inventory, automatically bypassing wholesale costs.
  • Delete Icon: Removes the product row from the project.

d. Embroidery Stitch Count Estimator (Calculate from Art)

When adding or editing an Embroidery decoration on a quote, you can calculate stitch counts directly from customer artwork or read digitized machine files without switching to external digitizing software:

1. Click + Add Decoration (or Edit Specs & Mockup on an existing decoration) and select an Embroidery price matrix on the 1. Decoration Specs tab.
2. In the Stitch Profile section, click Calculate from Art.
3. Upload or Select a File:
   • Customer Artwork Library (Select from Art Library / Change Artwork): Click Select from Art Library (or Change Artwork) at the top of the modal to open the Customer Art Manager and browse, upload, or select graphics or stitch files saved to the customer's profile.
   • Artwork Graphics (PNG, JPG, SVG, WEBP): Automatically trims empty margins, strips solid corner backgrounds (adjustable via the Strip Solid Background Color switch and Tolerance slider), and separates thin Satin Columns / Detail strokes from interior Tatami Fills to calculate an estimated stitch count. Switch between 3D Stitch (3D embroidered thread simulation), Stitch Zones (Satin vs. Tatami heatmap), and Original views.
   • Digitized Machine Files (.DST, .PES, .EXP): Reads the binary stitch data to extract the 100% exact stitch count, jump/trim count, thread color stops, and exact physical dimensions while rendering a 3D cylindrical stitch path preview.
   • Use 3D Stitched Graphic on the Mockup Canvas: Click Save 3D Stitch for Mockup below the preview canvas to export a transparent 3D-stitched PNG (stitched-<name>.png) into the Customer Artwork Library and automatically place it onto the active Artboard Canvas in 2. Mockup Studio.
4. Auto-Match Detected Color Clusters to Thread Books:
   • In the Detected Color Clusters ([N]) → Thread Match card, confirm your target Thread Book (automatically pre-selected to the active matrix's Default Color Book, with a 1-click Set as Matrix Default button to lock any chosen thread book onto the matrix).
   • Each detected color cluster displays its closest matching thread swatch (Detected #HEX → Matched Thread Swatch). Click any cluster pill to include or exclude it, or toggle ON Auto-create Pantone (PMS) + Hex if no close book match exists (Off by default) if you want unmatched colors automatically assigned a Pantone + Hex reference.
5. Select Placement Dimensions & Density:
   • Click a placement preset (Left Chest, Hat Front, Hat Side / Back, Sleeve / Cuff, or Jacket Back) or enter custom Width (in) and Height (in) values.
   • Select a Stitch Density Profile (Light / Open Lettering (0.85×), Standard Commercial Logo (1.00×), or Heavy / Full-Coverage Patch (1.20×)).
6. Review the matching Active Matrix Bracket badge, ensure Also assign [N] matched threads to Decoration Specs is turned ON, and click Apply [N] Stitches + [M] Threads to populate the Stitch Count, sync the physical dimensions, assign the matched thread colors, and automatically load the analyzed customer graphic onto the Artboard Canvas.

f. Auto-Matching Artwork Colors & Pantone + Hex Auto-Assignment (Screen Printing, Embroidery, DTF, Supacolor & Flat Stock)

Across Screen Printing (Choose Inks...), Embroidery (Choose Threads...), DTF, Supacolor, and Flat Stock (Choose Colors / Auto-Match Artwork...), you can automatically extract color clusters from customer artwork and assign the closest matches from your Color Books or Pantone (PMS) library:

1. Open the color selector on the 1. Decoration Specs tab and locate the Auto-Match Colors from Artwork card at the top of the modal.
2. If artwork is already linked to the decoration, it is analyzed automatically on open; otherwise click Select from Art Library (or Change Artwork) to open the Customer Art Manager modal and choose or upload a PNG, JPG, SVG, or WEBP graphic. Use Strip Solid BG to ignore solid background boxes.
3. Confirm your Target Color Book (All Enabled Color Books, a specific ink/thread book, or Pantone (PMS) + Hex Only). It automatically initializes to the active matrix's Default Color Book (or you can click Set as Matrix Default to save the currently selected Color Book as the default for that matrix).
4. By default, If no close match exists in Color Book, auto-create & assign Pantone (PMS) + Hex is OFF so the system always pulls the closest match from your selected Color Book first. Toggle it ON if you want any artwork color without a close Color Book match to automatically generate and assign a custom Pantone + Hex swatch (PMS ~[Code] (#HEX)).
5. Click Assign [N] Matched Colors (and optionally leave Update Total Colors in Design to [N] enabled on Screen Printing), then click Save Selection.

e. Screen Printing Underbase (Include Underbase (+1 Screen))

When printing on dark garments where an underbase screen is required (for example, a 1-color ink design that requires 2 screens on press):

1. Click + Add Decoration (or Edit Specs & Mockup on an existing Screen Printing decoration) and select a Screen Printing price matrix.
2. In the Ink Specification section, enter the actual ink color count in Total Colors in Design (e.g., 1).
3. Turn ON the Include Underbase (+1 Screen) switch.
4. Automatic Pricing & Display:
   • Matrix Pricing & Press Time: Automatically adds +1 Screen to the matrix tier lookup, screen setup fee spread, and press setup/run time (so a 1-color design with an underbase is priced and scheduled at the 2-screen matrix tier).
   • Customer Quote & PDF: Displays Colors: 1 + Underbase so customers see their exact design color count alongside the underbase without confusion.
   • Shop Floor & Work Orders: Displays 1 Color + Underbase (2 Screens) on internal decoration cards, production tabs, and printable travelers so the screen room burns the extra underbase screen.

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5. Team Personalization Roster (Names & Numbers)

For athletic jerseys, team uniforms, and corporate gear requiring individual names and numbers:

1. In the Quantity & Pricing Breakdown modal, turn ON the Enable Personalization Roster switch.
2. For each requested size, input the player's Name, Jersey Number, and optional per-player fee override.
3. Roster rows automatically match the entered size quantities (e.g., ordering 12 Large shirts creates exactly 12 Large roster slots).
4. Click Apply Global Pricing to apply a flat personalization surcharge (e.g. $6.00/name) across all roster units simultaneously.

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6. Multi-Payer Split Billing (Co-Pay Orders)

For corporate orders, fraternities, booster clubs, or group purchases where multiple parties contribute to a single job:

• Assigning Co-Payers: Enable Split Billing on the quote to add co-payers by name and email.
• Flexible Share Allocations: Allocate payer portions as either a Percentage (e.g. 60% sponsor / 40% club) or a Fixed Dollar Amount (e.g. $500.00 deposit paid by company).
• Private Payer Checkout Links: Each co-payer receives a secure payment link (/q/[id]?payer=[token]). When accessed, the page filters the "Amount Due" to show only that payer's assigned share.
• Independent Payment Attribution: Credit card payments from co-payers are attributed individually, updating their portion of the roster while advancing the job's overall balance.

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7. Quote Expiration Dates & Auto-Archiving

To keep shop pipelines clean, prevent customers from approving stale estimates after wholesale costs increase, and eliminate visual clutter on Kanban boards:

• Setting an Expiration Date: In the Document Breakdown card on any quote, click Set Expiration Date. Choose a preset (7 Days, 14 Days, 30 Days) or select a custom calendar date.
• Auto-Archiving Upon Expiration: If a quote reaches its expiration date without customer approval:
  1. The quote is automatically flagged as archived (isArchived: true) and moved to system_rejected.
  2. The card is instantly removed from active Kanban board columns, production calendars, and material procurement queues.
  3. The public link (/q/[id]) displays a clear expiration notice (⚠️ This Quote Has Expired) and disables checkout buttons.
• Protection for Approved Orders: The moment a quote is approved or converted to an invoice, expiration dates are automatically ignored so active production is never archived.
• Manual Staff Decline: Staff can decline cold quotes immediately by clicking More Actions (...) $\rightarrow$ ❌ Decline & Archive Quote.
• Restoring an Expired Quote: From the Quotes directory, open the row action menu on any archived quote and click Extend Expiration & Restore to grant 14 additional days and restore the card to active dashboard views.

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8. Customer Approval, Price Locking & Deposit Rules

a. Public Customer Quote Portal

Customers access their quotes via secure, mobile-friendly links without needing a password. The portal allows them to:

• Inspect garment colors, size breakdowns, and itemized decoration details.
• Click Product View next to any garment title to open a full two-column product showcase featuring the selected colorway image on the left and the product title, color swatch, and full manufacturer description on the right.
• View the Order More and Save volume savings scale and adjust per-size quantities directly on the quote before approval or payment (when Public Quote Volume Savings Scale or Customer Quantity Adjuster on Public Quotes is enabled under Settings $\rightarrow$ Features).
  • Per-Quote Override Toggles: Whenever either feature is enabled globally in Settings $\rightarrow$ Features, you can toggle Volume Savings Scale or Customer Qty Adjuster off or on for an individual quote at any time from the More Actions (...) menu in the bottom-right action bar of that quote.
• Review and digitally sign off on visual mockup proofs.
• Select preferred shipping speeds or turnaround lead times (if enabled).
• Sign digital terms of service and submit secure credit card payments (50% deposit or 100% in full) via Stripe or Square, or submit a Purchase Order (if approved for Net Terms).

b. Invoice Conversion vs. Price Locking (Crucial Distinction)

Print Life provides two dedicated settings under Settings $\rightarrow$ Features:

1. Auto-Convert to Invoice on Approval:
   • When enabled, the moment a customer approves their quote online, the document automatically converts from a Quote to an Invoice.
2. Lock Pricing When Customer Approves:
   • Why this is critical: Converting a quote to an invoice only sets edit-permission flags—it does not, by itself, freeze prices against future catalog wholesale changes.
   • How Price Locking Works: Turning ON Lock Pricing When Customer Approves creates an exact price snapshot of every size variant at the second the customer signs off. From that moment forward, future wholesale price increases or matrix edits will never alter the customer's approved quote total.
   • Manual Unlock: If sales staff genuinely need to adjust pricing post-approval, they can click the amber 🔒 Locked at Customer Approval badge in the quote builder to unlock live pricing.

c. Artwork Approval Workflow Policies

Configured in Settings $\rightarrow$ Features:

• Standard (Flexible): Customers can review mockup proofs and submit payments in any sequence.
• Require Mockup Approval Before Payment: Disables the payment checkout button until all digital artwork proofs are formally approved by the client.
• Require Payment Before Showing Mockups: Hides artwork proofs until an initial deposit or full payment is received.

d. 50% Deposit Payment Option vs. 100% Upfront Payment

By default, quotes and invoices request 100% of the balance due at checkout (or a Purchase Order reference number if the customer has Net Credit Terms enabled). For shops that collect a 50% deposit upfront to start production while giving customers the flexibility to pay in full:

1. How to Enable:
   • Expand Finance & Settings in the left sidebar $\rightarrow$ click Settings $\rightarrow$ select the Features tab.
   • Turn ON 50% Deposit Payment Option.
2. How It Works on Customer Quotes & Invoices:
   • Totals Summary: On any unpaid quote or invoice, a 50% Deposit Due line automatically appears directly beneath the Total, showing half of the invoice total: $$\text{50% Deposit Due} = \text{Round}\left(\frac{\text{Total Balance Due}}{2}, 2\right)$$
   • Sticky Action Bar Button: The green payment button in the bottom bar automatically requests the 50% deposit amount: Pay $X.XX (50% Deposit).
   • Customer Choice at Checkout: When the customer clicks Pay $X.XX (50% Deposit), the Checkout & Commit modal opens with two side-by-side option cards:
     • Pay 50% Deposit (Selected by default): Pre-fills 50% of the balance due now and shows the remaining 50% balance.
     • Pay in Full (100%): Lets the customer switch with one click to pay 100% of the total invoice balance upfront.
   • Remaining Balance Collection: Once the initial 50% deposit is recorded, returning to the same public invoice link automatically displays the Total Paid and prompts the customer for the remaining 50% Balance Due.

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9. Shop Floor Tablet Production Sheet

Every quote and invoice includes a dedicated Production Tab (Quotes & Invoices $\rightarrow$ Production), engineered as a touch-friendly command center for press operators, darkroom techs, and fulfillment staff.

a. Garment Receiving & Shelf Inventory Matching

• Blank Count Progress: Displays garment thumbnails, colorways, and required piece counts by size.
• Touch Increment Steppers: Large - and + buttons let receiving staff check in blanks as boxes are unpacked. Counts sync immediately across all shop devices.
• Shelf Stock vs. Sourced Badges: Cross-references local inventory to show on-hand shelf stock (e.g., 12 in stock) and marks fulfilled quantities with green Complete checkmarks.
• Mark All Counted: One-click header button to instantly receive 100% of required blank apparel when unpacking verified distributor shipments.

b. Decoration Specs & Print File Hub

• Aspect-Square Mockup Zoom: Digital mockups feature a 1-click full-screen Lightbox zoom for press alignment checks.
• Exact Print Dimensions: Displays width, height, placement coordinates (e.g. 3.5" down from collar), and press locations.
• Pantone Chips: Interactive Pantone color swatches and ink codes.
• 1-Click Asset Downloads: Direct download buttons for print-ready vector files, high-res customer art, and pre-separated film files.

c. Jersey Personalization Flight Sheet

For team roster jobs, operators get an interactive checklist displaying player names, jersey numbers, and sizes. Tapping each row checks off the jersey as it comes off the dryer belt, syncing completion in real time.

d. Shop Floor Milestone Progression (Live Kanban Sync)

The milestone checklist links tablet progress directly to your shop Kanban boards:

• Configurable Milestones: Link the checklist to any dashboard column (e.g. Production) and choose which sub-statuses appear as milestone buttons (e.g. Blanks Counted $\rightarrow$ Screens Burned $\rightarrow$ Inks Mixed $\rightarrow$ On Press $\rightarrow$ QC Done).
• Automatic Job Progression: When an operator taps a milestone button on the tablet, the job automatically advances to the next status on your shop dashboard.
• Column-to-Column Auto Advance: Checking off the final milestone in a column automatically moves the quote into the next pipeline column on your Kanban board.

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10. Payment Processing, Gateways & Refunds

a. When the Public Pay Button Appears

The Pay button on a public customer quote or invoice is displayed when:

1. Your shop has an active Stripe or Square connection under Finance & Settings $\rightarrow$ Settings $\rightarrow$ Connections (or the customer on the quote has Credit / Net Terms enabled on their customer profile to submit a Purchase Order), and
2. The quote has a positive balance due (Balance Due > $0.00), and
3. If Require Mockup Approval Before Payment is enabled, all mockup proofs and personalization rosters have been approved by the customer.

b. Payment Gateway Troubleshooting (Stripe & Square)

If credit card processing fails or payment buttons decline:

1. Navigate to Finance & Settings $\rightarrow$ Settings $\rightarrow$ Connections.
2. Locate Stripe or Square under Payment Processors and click Disconnect.
3. Click Connect to re-authenticate your merchant account with a fresh OAuth token.
4. Retry the customer transaction.
5. If issues persist, submit a ticket in Help & Support for immediate developer assistance.

c. Processing Invoice Refunds

Every transaction (Credit Card, Cash, Check, or Credit Terms) is tracked individually in the invoice payment ledger:

1. Open the invoice $\rightarrow$ click the Receive Payment ($) button in the bottom toolbar (or scroll to Payments) $\rightarrow$ click the Refund tab.
2. Under Which Payment?, select the specific transaction you wish to refund (e.g. deposit vs. final balance).
3. Enter the refund amount (capped to the refundable balance of that specific payment) and add an optional internal note.
4. Click Record Refund:
   • Credit Card Payments: The refund is reversed live on the customer's card through Stripe or Square without needing to log into external gateway dashboards. If the processor rejects the reversal, nothing is logged to prevent bookkeeping drift.
   • Cash / Check / Other: Recorded as an internal accounting refund entry when you actually collected money and returned it to the customer.

d. Deleting a Mistaken or Unreceived Manual Payment (Cash / Check)

If a manual payment (such as Cash or Check) was recorded by mistake or the customer never delivered the payment, use Delete Payment rather than Record Refund so the customer-facing invoice shows a clean open balance (without displaying a Paid + Refunded pair) and your gross sales revenue is not artificially inflated:

1. Open the invoice and look at the Document Breakdown card on the right $\rightarrow$ scroll to Payment History.
2. Click the Delete (Trash) icon next to the manual payment you want to remove (or open the Refund tab on the payment screen, select the manual payment under Which Payment?, and click Delete Payment).
3. In the Delete Manual Payment? confirmation window, enter an optional Internal Audit Note (Optional) (e.g., Customer never dropped off cash payment) and click Delete Payment.
4. The payment entry and its corresponding Sales Revenue ledger entry are removed (along with the QuickBooks Online payment record if synced), the full balance due is restored on the invoice, and the deletion is logged in the internal Activity & History timeline.

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11. Frequently Asked Questions & Troubleshooting

How do I create a new quote?

Click the + Quote button at the top of the left sidebar, or go to Quotes & Invoices and click New Quote/Invoice.

How do I require a 50% deposit on quotes and invoices while still letting customers pay in full if they want?

Go to Finance & Settings $\rightarrow$ Settings $\rightarrow$ Features and turn ON 50% Deposit Payment Option. When enabled, unpaid quotes and invoices automatically display a 50% Deposit Due line and a Pay $X.XX (50% Deposit) button. When the customer clicks to pay, the checkout window defaults to Pay 50% Deposit while giving them a 1-click Pay in Full (100%) option right next to it.

• [chat:How do I enable the 50% deposit payment option on quotes and invoices?]
• [chat:Can customers choose between paying a 50% deposit or paying in full?]

Why is the Pay button not showing on my customer's public quote link?

The Pay button is hidden if your shop does not have Stripe or Square connected under Settings $\rightarrow$ Connections (and the customer does not have Net Credit Terms enabled for Purchase Orders). It is also replaced by an Approve Mockups to Pay badge if your shop has Require Mockup Approval Before Payment enabled and mockups are still pending approval.

• [chat:Why is the Pay button missing on my public customer quote?]

Can customers view the full garment description and product image on their quote?

Yes! Next to every product title on the public customer quote (and below the supplier name inside the internal Quote Builder), clicking the Product View link opens a two-column showcase dialog displaying the full-width garment image for the selected color on the left and the product title, color swatch, and full manufacturer description on the right.

• [chat:How do customers see product descriptions on a quote?]

How do I override a price on a quote without changing my master price matrices?

• To override a Decoration cost: Click the $ Price Override button on the bottom action bar of the decoration card.
• To override a Garment price: Click the Edit Breakdown (or Add Sizes) button on the product row action bar $\rightarrow$ enter custom per-size prices in Product Only mode.
• To override the Entire Project package price: Click directly on the bold Project Total price number at the bottom-right of the project card to set a flat bundle amount.

How do I enable credit card surcharge fee recovery?

Go to Finance & Settings $\rightarrow$ Settings $\rightarrow$ Features $\rightarrow$ turn ON "Transaction Fee Recovery". Surcharges (e.g. 3% + $0.30) will only be applied when a customer chooses credit card checkout on the public payment link.

A customer's quote price changed between when they approved and when they paid. How do I prevent this?

Turn ON Lock Pricing When Customer Approves under Settings $\rightarrow$ Features (nested under Public Quote Approval). The moment a customer signs off, every line item's price is frozen. Future wholesale garment cost updates or matrix edits will not affect that quote. Converting a quote to an invoice alone does not snapshot prices; price locking must be enabled.

Why does a decoration price display $0.00 on my quote?

The decoration has no pricing matrix assigned, or the assigned matrix has missing quantity breaks. Click the Edit Config button on the decoration card action bar, and select an active pricing matrix.

Why is a Project Total price number yellow/amber with a strikethrough?

A manual project price override or flat bundle price is active. Click directly on the Project Total price number and select Reset to Calculated Price to restore standard matrix pricing.

How do press operators advance job statuses from the tablet Production Sheet?

Open the job $\rightarrow$ click the Production tab. Press operators simply tap each completed milestone button (e.g. Screens Burned, On Press, QC Done). Each tap automatically moves the job across your shop Kanban board in real time.

How do I estimate embroidery stitch counts from an art file or read a .DST / .PES file?

When adding or editing an Embroidery decoration on a quote, click the Calculate from Art button in the Stitch Profile section. Drop a customer logo (PNG, JPG, SVG, WEBP) to analyze Satin and Tatami stitch coverage by physical placement size (Left Chest, Hat Front, Jacket Back), or drop a digitized machine file (.DST, .PES, .EXP) to extract the 100% exact stitch count and dimensions, then click Apply [N] Stitches.

• [chat:How do I estimate embroidery stitch counts from a customer logo?]
• [chat:Can I upload a .DST or .PES file to get the exact stitch count on a quote?]

How do I delete a cash or check payment that was recorded by mistake or never received?

Open the invoice and locate Payment History inside the Document Breakdown card on the right (or open the Refund tab on the payment screen). Click the Delete (Trash) icon next to the manual payment (or click Delete Payment on the Refund tab), add an optional internal audit note, and click Delete Payment. Unlike Record Refund—which keeps both the payment and a refund line on the invoice—Delete Payment removes the mistaken manual payment and its Sales Revenue entry completely so the invoice returns to a clean unpaid balance.

• [chat:How do I delete a cash payment on an invoice that was never received?]
• [chat:Should I delete or refund a manual payment recorded by mistake?]