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Features / Close / Orders

Every order, from advance to balance.

Move the order a stage and Poly9 stamps the date, tells your team and writes the update for your buyer.

Try it: click a stage. Going back is one step at a time.
Order PI-2026-0142Proforma PI-2026-0142 · Nordlys Interiør, Copenhagen
In production
Send a pre-shipment sample or photos for approval.
Hammered bowl, antique brassHammered bowl, antique brass300 × $10.40$3,120.00
Planter, verdigrisPlanter, verdigris120 × $15.80$1,896.00
Sconce, oil-rubbed bronzeSconce, oil-rubbed bronze80 × $38.50$3,080.00
Pendant, smoked glassPendant, smoked glass60 × $46.00$2,760.00
Advance, 30%$3,256.80 Received
Balance$7,599.20 On shipment
Total, FOB Mumbai$10,856.00
Update Lena
Order PI-2026-0142: in productionHello Lena Holm, Production has started on order PI-2026-0142. We will send you a sample or photos to approve before we ship. Regards, Saanvi Metal Arts
Email the buyer · free
8stages from proforma sent to closed
2ways to update the buyer: email or WhatsApp
4shipping facts on the update: vessel, container, B/L and ETA
0retyping: the order keeps every line from the quote

After the proforma, nothing falls through.

Terms30% advance
Advance$3,256.80
Balance$7,599.20
1 · ProformaIssue the proformaThe order starts there. Advance and balance are worked out from the quote's terms.
Advance received6 Oct
In productiontoday
Sample approved
2 · StageMove it forwardSkip ahead if you update late. Each stage stamps its own date.
Hello Lena, production has started on order PI-2026-0142. We will send you a sample or photos to approve before we ship.
via WhatsApp
3 · UpdateTell the buyer in one tapA short update written for the stage, by email or WhatsApp.
VesselMSC Aurora
ContainerMSKU 482193 0
B/LMAEU 26110482
ETA20 Nov 2026
4 · ShipShip and collect the balanceThe shipped update carries the vessel, container, B/L and ETA, and the balance due.
Terrace furnished with brass planters and a lounge chair
Shipped · 9 NovRidgeway Home, LeedsMSC Aurora · ETA 20 Nov 2026
Balance due£5,412.00
The whole team sees it

Know where every container is without asking.

When an order moves, the person who owns that buyer hears about it, and owners and admins hear about every order, each the way they chose in their notification settings.

Everything on a Poly9 order.

Stage by stageProforma sent, advance, production, sample, ready, shipped, balance, closed.
Dates stamp themselvesReaching a stage records the day. Stepping back clears it, after a confirm.
Advance and balanceWorked out from the quote's payment terms, and editable.
Shipping detailsB/L number, container, vessel and ETA on the order.
Buyer updatesA short message for each stage, sent by email or opened in WhatsApp.
Team notificationsThe buyer's owner and your admins hear when an order moves.
Order historyWho moved it, from which stage to which, and when the buyer was told.
Orders listFilter by stage, search by buyer, proforma, container or vessel, and sort by ETA or value.
CSV exportEvery order and where it stands, for your accountant or your own sheet.

Works with

Quotes and proformas →Where every order startsBuyers and card scan →Every order on the buyer's timelineTeam →Who owns which buyer, and who hears what

Questions

When does an order start?

When you issue the proforma on an accepted quote. The order opens at "Proforma sent" with the advance and balance worked out from your payment terms.

Can I skip a stage?

Yes. You can move forward to any later stage, which helps when you update after the fact. Going back is one step at a time and asks you to confirm.

Does the buyer get an update automatically?

You choose. Each stage has a short update ready, and you send it by email or on WhatsApp when you want the buyer to know. Neither uses credits.

Can I see all orders in one place?

Yes. The Orders list shows every order with its stage. Filter by stage, search by buyer or container, sort by ETA or value, and export a CSV.

Track your next order here.