Order Statuses
Reference guide to all order statuses and what they mean.
Status Overview
Each Order progresses through a series of statuses that reflect its lifecycle:
| Status | Description |
|---|---|
| Draft | Order saved but not yet submitted |
| New | Order submitted and awaiting review |
| Read | Order has been viewed |
| Approved | Order confirmed and scheduled |
| Complete | Work is finished |
| Cancelled | An Approved Order that was canceled. It is stored as Read with a canceled mark, and shown as Cancelled everywhere. It is locked for editing until re-approved |
| Archived | Legacy status from before archiving was removed — kept so old archived Orders stay findable. Its documents are read-only |
Status Transitions
Statuses generally flow forward:
Draft → New → Read → Approved → Complete
Additional rules:
- A Draft or New Order can be approved directly — it doesn't have to pass through every step
- An Approved Order can be canceled. It becomes Cancelled: its open invoices are voided, its drafts are discarded, its unsigned agreements are deleted, its signed agreements are marked Void, and it leaves the calendar. It can't be canceled while any invoice has a payment. See Rescheduling and Canceling
- A Cancelled Order can only be re-approved, which moves it back to Approved. It can't be reopened or marked as anything else
- A Read Order without the canceled mark is not Cancelled. That covers Orders canceled before the Cancelled badge was added, and ones canceled in the older ITB app
- A Complete Order can be moved back to Approved (undo complete)
- Any Order that isn't already New or Cancelled, including archived ones, can be reopened (moved back to New)
- No Order can be moved to Archived — archiving has been removed
- An Archived Order's Documents tab is read-only — files stay visible and you can still preview and download them, but you can't upload, delete, or send them. Reopen the Order first; see Files & Report Attachments
How Statuses Change
- Use Mark as Read on a New Order's detail page to move it to Read
- Creating an Order in the dashboard with Create & Approve creates it already Approved
- When a client books through the online scheduling page, a new Order is created with New status
- A Draft, New, or Read Order has an Approve button on its detail page, in both the dashboard and the mobile app. It stays greyed out until the required fields are filled in, and tells you which ones are missing
- Approving needs a client name, a client email, a street address, a city, a state or region, a postal code, an appointment date, and a Inspection Type (or at least one custom line item)
- A Cancelled Order has a Re-approve button instead, on its red banner and in its header. Re-approving removes the Cancelled badge and unlocks editing
Who can approve
Approving, canceling, and re-approving need write access to Orders. Admins, managers, and schedulers have it. A Inspector does not, so the Approve button doesn't appear for them — see Team Roles.
Where Drafts Are
A Draft is kept apart from work you have committed to, so it never sits in the middle of your upcoming schedule:
- Dashboard — Orders list, Draft status filter
- Mobile app — Orders tab, Drafts pill
Drafts are listed newest first. A draft saved without an appointment date reads Not scheduled rather than showing a date you didn't pick.
Automation triggers
You can set up automations that fire based on status changes — for example, sending a confirmation email when an Order is approved.