Orders
Every order, from the quote to the invoice, in one place.
Orders arrive without the typing, every line follows the right steps for how it’s fulfilled — stock, special order, drop-ship, will-call, or delivery — and you invoice straight from the order, with the whole trail back to the quote.
An order touches five systems before it gets paid.
- The order gets retyped from the customer’s PO, then re-keyed into the ERP.
- Special orders, drop-ships, and will-calls are tracked on sticky notes and in someone’s head.
- Dispatch, the counter, and billing each work from their own copy of the order.
- Nobody can say where an order stands without calling three people.
Orders sit between your quotes and your books — on the same connected system as your catalog, dispatch, and accounting, and on top of the ERP you already run. No rip and replace.
Take the order, track every line, invoice from the same screen.
Four jobs an order system should do for your desk — starting with the typing nobody should be doing.
AI order entry
Orders arrive entered, matched, and checked.
Order emails on a connected inbox become draft orders automatically, and PDFs, spreadsheets, Word files, photos of handwritten lists, and pasted text are read the same way. AI pulls out every field, matches each line to your catalog down to the variant, remembers each customer's shorthand, and asks when it isn't sure. Your team reviews and approves.
- Every channel: email becomes a draft automatically; calls, voicemail, and texts are captured and transcribed
- Every field and line read, matched to your catalog with a confidence score
- Per-customer memory: 90% less manual order entry
- The original email or document stays attached to the order as evidence
Fulfillment
Stock, special order, drop-ship, will-call, and delivery — on one order.
Set how each line is sourced and how it reaches the customer, and that line gets the right steps. A special-order line waits on the supplier and is received at your branch before it's picked. A drop-ship line goes from supplier to jobsite. A will-call line moves to ready for pickup. Backorder a line and it picks up where it left off. The order rolls it all up, so you see at a glance what's ready, in transit, or stuck.
- Per-line sourcing (stock, special order, drop-ship) and hand-off (delivery, will-call, ship)
- Each line follows the steps for its type; backorders resume where they left off
- Order-level status: ready for pickup, in transit, partially fulfilled, fulfilled
- Special-order demand shows up in your procurement queue
- Put the order on a truck from the dispatch board — the same order record, no sync
- When a will-call order is ready, an AI voice agent can call the customer — a person approves the call
Invoicing
Invoice what went out, straight from the order.
Invoice the whole order or just the lines and quantities that went out. Matterhaul tracks what's billed and what's left, won't bill the same goods twice, and locks invoiced lines from edits. The order shows not, partially, or fully invoiced on its own, and the invoice posts to your general ledger.
- Invoice all or part of an order, by line and by quantity
- Per-line invoiced vs. remaining; no double-billing; invoiced lines locked
- Invoicing status updates itself on the order
- The invoice posts a journal entry; payments and credit memos apply against it
- Send the order to your ERP through a configured integration, with sync history on the order
Configurable logic
Your rules, not the software's.
Write your own order checks in a no-code rule builder — require a PO for this account, flag a line with no matched product, warn when terms don't match — and switch built-in rules on or off or change how serious they are. Set resale price floors to off, warn, or block, and orders warn you when they'd exceed the account's available credit. Then automate the rest of your desk's process in a visual workflow builder, with versions, approvals, and a full run history.
- No-code validation rules on orders and quotes; tune the built-in rules
- Resale price floors: off / warn / block
- Credit warning when an order exceeds available credit
- Visual workflow builder: build your own order automations, like the ready-for-pickup call
- Versions, approvals, and a full run history on every workflow
On top of your ERP, or as your ERP.
No rip-and-replace. We build on what you already have, connect all your data, and fill process gaps. Keep the systems you like; we replace the ones you don’t.
- Keeping your ERP? Your team works orders in Matterhaul, and approved orders go to your ERP through an integration we configure with you — with the sync history right on the order.
- Running Matterhaul as your ERP? Orders are the system of record — the quote, every line’s fulfillment, the delivery run, the invoice, and the journal entry in one place, with no integration to set up.
- OR NATIVEMatterhaul as your ERP
From the quote to the ledger, one unbroken record.
An order in Matterhaul carries its whole story: the quote it came from, the customer’s PO and the email or PDF it arrived on, every line’s fulfillment status, the run it rode out on, the invoice it produced, and the journal entry that invoice posted. It’s organized by the job’s structure, with comments and communications attached, and the change history shows who did what and when. Nobody rebuilds the trail from three systems.
- 01
Quote
Accepted, then converted in one click
- 02
Order
Account, job, delivery details, every line
- 03
Fulfillment
Each line through the steps for its type
- 04
Dispatch
On a run from the dispatch board
- 05
Invoice
Only what went out, never twice
- 06
Ledger
The journal entry the invoice posted
- One-click conversion from an accepted quote, carrying the account, job, delivery details, and every line
- Evidence tab: the source documents behind every order
- Change history, comments, and communications on the order
- Saved views like Needs attention and Ready to sync, plus global search
In the first week, we helped a distributor process 20 orders in 7 minutes — which used to take 2 hours to do manually.
“This is the best order entry solution I’ve seen. First try, it just worked. I don’t need to rely on my inside rep nearly as much now. Game changer.”
For manufacturers
Taking POs from dealers and distributors?
The same intake, fulfillment tracking, and invoicing apply.
How your first orders go through.
Free 30-day pilot
We connect a PO inbox, load your customers and catalog, and run real orders from inbox to invoice before you sign.
No rip and replace
Orders sit on top of your ERP; we connect your data and configure the order send.
Hands-on training
Easy to learn, and we come train your team in person.
See an order go from inbox to invoice.
Run your real orders through Matterhaul in a free 30-day pilot.