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Documentation Index

Fetch the complete documentation index at: https://docs.runsubstrate.com/llms.txt

Use this file to discover all available pages before exploring further.

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Inside a Work Order

Every job in Substrate has a work order detail page — the central place to view and manage everything about that job. Open a work order by clicking its card on any Kanban board or its row in a list view.

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Layout Overview

The page is divided into two areas: Left sidebar — key details at a glance:
  • Order Information — Customer, contact, purchase order number, job description
  • Financial Details — Subtotal, tax, total price, payment status
  • Notes — Timestamped activity log
  • Items — Line items on the order
Main area — stage-specific content:
  • Status header showing the current stage and status badge
  • Design files and comments (when in Design or Proof stage)
  • Action buttons relevant to the current stage

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Advancing the Stage

In the Order Information card on the left sidebar, you’ll see the current stage with a left arrow and a right arrow on either side of it.
  • Click the right arrow to advance the job to the next stage
  • Click the left arrow to move it back one stage if needed
The full progression is: Quote → Design → Proof → Work Order → Invoice Within each stage there are more specific statuses (e.g. “Unpriced”, “Ready to Send”, “In Design”, “Print / Cut”) that update as you move the job through its Kanban column.

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Adding Notes

Notes are a running log of activity and internal communication on the job.
  1. In the Notes section of the left sidebar, click Add Note.
  2. Type your message and submit.
  3. The note is saved with your name and a timestamp.
Notes are permanent and cannot be deleted — they form a reliable audit trail for each job.

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Uploading Files

You can attach design files, customer-supplied assets, or spec sheets to any work order.
  1. Click Upload Design (Design/Proof stage) or the upload button in the file section.
  2. Drag files into the upload zone or click to browse.
  3. Progress is shown as files upload — wait for completion before closing.
  4. Up to 10 files, 10 MB per file.
To remove a file, click the delete icon next to it.

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Downloading PDFs

Depending on the job’s stage, the following PDFs are available:
ButtonWhat it generates
Download (Quote stage)Quote PDF to send to the customer
Download (Work Order stage)Work Order PDF for your production team
View Invoice PDFInvoice PDF for the customer (shown when QuickBooks is not connected)
View QB InvoicePreview the QuickBooks invoice (shown when QuickBooks is connected)

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Duplicating a Work Order

If you have a repeat job or a similar new order, click Duplicate to create a copy of the work order. The duplicate starts as a new Quote — you can then edit pricing and details before sending.

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Editing a Work Order

Click Edit Work Order to open the edit form. From here you can change:
  • Customer and contact
  • Job description and purchase order number
  • Line items (substrate, laminate, size, quantity, finishing)
  • Pricing and tax rate
  • Install date
Save changes and the work order updates immediately.