Taking a Customer Order

Reframed from Micole's April 2026 "Sales Rep Order Entry Sequence." This course maps that real MOM workflow onto what actually happens in APSync today. Some pieces below are confirmed equivalents; some are open gaps — each is labeled so you don't mistake one for the other.

For the mechanical steps of adding a customer and line items, use Create an Invoice in HubSpot alongside this page — this course covers what's different about the sales workflow specifically, not the click-by-click basics.

What you did before (MOM)

• Searched MOM for the customer/organization by name, selected an existing account or created a new one, and assigned a Sales ID before starting the order.
• Used the Quote button for pricing-only requests, and converted a quote to a real order later by verifying addresses and applying payment.
• Applied training discounts by hand: Register-3-Get-4th-Free (enter the registrant count, then a TR3G4 line at the qualifying quantity) and a 15% Kit Discount when a training kit was ordered alongside a workshop.
• Entered a source key (TRN15, TR3G4, or LT) on the Sales Information tab to record which discount mechanism applied.
• Verified the total savings calculated by MOM actually showed up on the Line Item Detail so it appeared on the customer's invoice.
• Printed the order to PDF, applied an Invoice watermark via the Colfax app, and emailed the finished PDF to the customer directly.
• On conversion to a real order, applied payment (credit card, check, or Purchase Order with an approved credit limit and Net 30 terms) and saved with "Pick" status for next-day shipping batch processing.

What you do now (APSync)

• The invoice starts in HubSpot, not MOM — search for or create the Contact there, add line items by SKU, save, then trigger revision. Full steps: Create an Invoice in HubSpot.
• Quantity-based pricing (MOM's Kit Discount equivalent) is handled automatically by price_tiers during revision — HubSpot shows the tiered price and a Volume Pricing Savings line without you entering a percentage by hand. This is a different mechanism from MOM's flat discount percent, not a like-for-like port.
• Open gap, not yet solved: the Register-3-Get-4th-Free (TR3G4) discount and MOM's flat Disc % in general are not yet modeled as automatic discounts in APSync — confirmed out of scope during parity testing (see features/invoices/parity_spec.org). If a customer needs this discount today, it likely still needs a manual price override on the line, the same way a free companion item currently has to be priced by hand rather than automatically zeroed (a related, tracked gap).
• Shipping & Handling is added automatically as a placeholder line (10% of merchandise) during revision — you don't calculate or type it in. But the placeholder is not yet the full published fee schedule — Alaska/Hawaii/international rates and service-item exemptions aren't implemented yet. See Start Here for Shipping and start_here_for_shipping.md's confirmed/implemented table before promising a shipping rate to a customer.
• Sales tax is no longer something you calculate at order entry — QuickBooks calculates it, and only after the invoice syncs and is opened. A draft invoice will never show a tax line; that's expected, not a sign something's broken.
• There's no manual watermarking step — HubSpot generates the customer-facing PDF automatically once you click Create/open the invoice, already reflecting revision.
• Not yet confirmed: how payment application (credit card / check / PO with Net-30 terms) maps onto the new flow, since accounting still owns that piece on the QuickBooks side. See Reconciling Payments and check with Accounting if a customer needs PO/Net-30 terms today.

Watch for

• training discounts and register-3-get-4th-free offers (still a manual step today, see above)
• purchase order numbers and credit-term requests
• missing participant names on training/workshop line items
• different billing and shipping addresses on the same order

If you're not sure

Open the FAQ and start with "Where do I start?", or use Submit an Issue if something in this course looks wrong or out of date.