How to create a sales order from a sales quote?

To create a sales order from a sales quote, review the quotation, convert it using your system, verify customer details, confirm product quantities and pricing, set delivery and payment terms, issue the sales order, and update records to track fulfillment.

How to create a sales order template?

To create a sales order template, use a structured format with company details, SO number, customer info, item list with prices, payment terms, shipping details, and an approval section. Save it for reuse to maintain consistency.

Is a sales order a quotation?

No, a sales order is not the same as a quotation. A quotation provides price and terms before purchase confirmation, while a sales order is created after the customer confirms the purchase.

What is a sales order vs. invoice?

A sales order confirms the seller will supply goods or services, while an invoice is sent after delivery to request payment.

What is the difference between a purchase order and sales order?

A purchase order is issued by the buyer to request goods or services. A sales order is generated by the seller to confirm and outline delivery and payment terms.

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FREE SALES ORDER TEMPLATE

Q: What is a sales order template?

A sales order is an internal document created by the seller to process a customer’s order. It organizes and formats the details from the customer’s purchase order for the seller’s use.

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Give sales team real-time stock & pricing

Auto-sync orders to accounting (no need admin manual entry)

Track salesman activities in real time

Collect customer payments faster

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Why this Free Sales Order Template is useful

It’s not just a form – this is a mini operating system for cleaner sales, fewer errors, and smoother handoff to operations.

value-first

⚡

Faster order processing

Standard fields prevent “what information is missing?” delays. Your sales team captures orders consistently.

📄

Cleaner sales records

Each SO has a unique number, item list, and terms to support invoicing, tracking, and audits.

🛡️

Fewer disputes

Clear item descriptions, pricing, and customer confirmation = fewer “that’s not what we agreed” arguments.

What’s inside the Free Sales Order Template

Every field is there for a reason – so you can capture orders clearly, align with customers, and hand off smoothly to invoicing and operations.

template anatomy

✓

SO Number + Date

For tracking, referencing quotations and invoices, and preventing duplicate orders.

✓

Order notes

Special terms, delivery expectations, pricing notes, or customer-specific instructions.

✓

Seller + Customer details

Company names, billing addresses, and contacts — so the agreement is clear and documented.

✓

Customer confirmation

Signature or written approval to confirm quantities, pricing, and terms.

✓

Item list (SKU, description, qty, price)

Clear line items to remove ambiguity and ensure accurate invoicing.

✓

Internal reference

Optional field to link the sales order to quotation number, deal ID, or sales rep.

How to use the Free Sales Order Template

A simple workflow that works whether you’re handling sales yourself or passing orders to ops and finance.

ops playbook

Fill the basics

SO number, date, seller and customer details. Keep names consistent with your quotation and invoice.

List items clearly

Use SKU, description, quantity, and pricing. Avoid vague lines like “misc items”.

Get customer confirmation

Customer signs or approves the order. Save a copy (PDF or screenshot) for your records.

Common mistakes (avoid these)

These cause the biggest sales and billing headaches. Fix them and your sales-to-invoice flow feels smoother.

anti-chaos

No sales order number

Hard to track orders later. Use a simple sequence (SO-000001…).

Unclear order terms

Pricing, delivery expectations, or scope missing? Write it down to avoid disputes.

No customer confirmation

Disputes turn into “that’s not what I agreed”. Always capture approval or signature.

No copy saved

Save the PDF or email confirmation. One folder per month keeps it simple.

Vague item descriptions

Ambiguity leads to billing issues. Use SKU, clear descriptions, and pricing.

Mismatch with invoice or quote

If it doesn’t match the quotation or invoice, disputes rise. Keep references consistent.

FAQ in Free Sales Order Template

Clear answers for sales teams and operations teams who want accurate, dispute-free order processing.

help center

A sales order template is an internal document created by the seller to process a customer’s order. It organizes and formats the details from the customer’s purchase order for the seller’s internal use.

To create a sales order from a sales quote, follow these steps:

Review the quotation and confirm customer acceptance
Convert the quote into a sales order using your system
Verify customer billing and shipping details
Confirm products, quantities, and pricing
Set delivery and payment terms
Issue the sales order for processing and fulfillment
Update records and track order status

Creating a sales order template starts with designing a clear structure using tools like Excel, Word, or Google Docs. Include your company details, a unique sales order number, order date, and customer information.

List products or services with descriptions, quantities, prices, discounts, and taxes. Add payment terms, delivery details, and an approval section. Save the template for reuse to maintain consistency.

While manual templates work, using a sales system like SalesHero automates sales order creation, reduces errors, and enables real-time tracking.

No, they serve different purposes.

Quotation: A price estimate sent before a purchase is confirmed
Sales Order: A document created after the customer agrees to buy

A quotation may lead to a sales order once the customer accepts the terms.

A sales order confirms that the seller will supply goods or services, while an invoice is issued to request payment after delivery or fulfillment.

A purchase order (PO) is created by the buyer to request goods or services. In response, the supplier issues a sales order (SO) to confirm the sale and outline delivery and payment terms.