Use statuses to track each product through your studio’s process, supplier orders and client payments. Record dates to track delivery and installation.
Keep statuses and dates up to date so your team can see what needs to happen next.
Understand the three status types
Status | What it tracks | How it is set |
Workflow | The product's stage in your studio's process. | You choose the status. |
Procurement | Supplier quoting and ordering progress. | Follows supplier quotes and linked purchase orders. |
Payment | Invoicing and payment progress. | Follows linked invoices. |
Each status tracks a different part of the work. For example, a product can be ready for client review before you order it.
An order does not confirm that the product has arrived. An invoice does not confirm that the client has paid.
Update workflow status
Find the product in the schedule.
Select its status button.
Select the status that matches the product’s current stage.
In working Card view, the status control shows the product status and indicators for procurement and payment. Open it to see the Product, Procurement and Payment rows.
A change to one row affects only that status.
To change several products at once, select their checkboxes. Open Actions and select Update status.
To arrange products by status, open Group on the filter bar and select Status.
To show products at one stage, open Filter and select Status.
Create statuses for your studio
Only an Owner can add or change custom workflow statuses. These statuses are available in every project in your studio.
Open the dropdown beside your studio name in the top-left corner.
Select Studio.
Find Custom Statuses.
Add a status, or change the name or colour of an existing status. You can also delete a status.
Select Save.
If you are an Admin or Editor, ask an Owner to make these changes.
Your existing custom statuses carry across from legacy Schedules.
You cannot customise Procurement or Payment statuses.
Check quotes, orders and invoices
Procurement and Payment statuses follow the records linked to the product:
Supplier quotes: Procurement shows the quoting stage, such as Quoting, Quote accepted or Quote rejected.
Purchase orders: linked purchase orders update the product’s Procurement status as the order progresses.
Client invoices: linked invoices update the product’s Payment status. Check the invoice or payment record to confirm what has been paid.
Use Workflow status separately to track the product’s stage in your studio’s process.
To see the purchase orders and invoices for a product, open its details and select Procurement.
Record delivery and installation
Open the product's details and select Procurement.
Enter the Order reference, Tracking number and Tracking URL, where available.
Add the Ordered, Shipped, Delivered and Installed dates.
Select the checkbox beside an event when it has happened.
Enter a planned date to show when you expect an event. Select its checkbox to confirm that it has happened.
Keep both up to date. A date alone does not confirm that the product has shipped, arrived or been installed.
Use Shipment notes to record delivery instructions and special handling requirements.
Use the separate payment-date fields to track client and supplier deposits and balances. Check the invoice or payment record to confirm what has been paid.
If the project’s Procurement page is empty, select Add dates to a product →. This opens All Products. Open a product and add dates in its Procurement tab.
To see open dates across projects, use your studio’s Procurement Hub.
Related guides: supplier quotes, purchase orders and client invoices.