How to Review and Finalize Your Order

The final step is Review & Create. This is a summary of everything you've configured across all previous steps. Review it carefully before saving.

What you see on this page

• Client Information shows the purchaser details from Step 1.

• Billing Information shows the billing address if it was different from the customer's address.

• Installation Location on the right side shows the cemetery, plot details, and cemetery contact from Step 2. On a customer pickup order there is no cemetery, so a Delivery card headed Pickup stands in its place, reading "The customer collects this stone. No cemetery involved." The Delivery card appears in this summary the moment you switch the order to pickup on Step 2, and pickup is kept by every way of saving: Save as Quote, Save as Confirmed Order and Update Quote or Update Order.

• Items & Configuration shows everything from Step 3: the upright (color, size, finishes, and the chosen Top Shape when you picked one, including Apex or a Custom shape), base (color, size, finishes), foundation (Concrete or Granite, with dimensions), accessories (porcelain, vase, etching), the per-line carving type for each inscription line (such as Laser Etched or Hand Etched), and supplier notes. Descriptions and notes, Notes to supplier included, show with their line breaks and spacing exactly as typed.

• On an order with more than one stone, the Items & Configuration card carries one tab per stone: Stone A, Stone B and so on, or the name you gave a stone. Click a tab to read that stone's configuration. Hover a tab and click the pencil ("Rename this stone on documents") to rename it. Type the name and press Enter, or click away, to save; Esc cancels. The name replaces "Stone B" on the tab and on your documents.

• Lettering & Inscription recaps the engraver's work order, grouped into Stone, ENGRAVE THIS and NOTES (DO NOT ENGRAVE), with a person suffix such as "Date of Death (Person 2)" once two or more people are named. Only the lines under Engrave This are cut. The recap appears once at least one lettering field has a value.

A new stone starts with Foundation Material set to None, so a foundation is something you choose deliberately on every stone. A stone left on None has no foundation at all: nothing on this review step, nothing on the order overview, nothing added to the order total, and no foundation line on the invoice, receipt, quote, shop ticket or purchase order. If you are selling a foundation, go back to Step 3 and set Foundation Material to Concrete or Granite.

When a stone bills its base on its own line, the pricing panel shows a Stone field and a Base field (Stone A and Stone A Base on an order with more than one stone). Stone is the die price and the stone total is Stone plus Base, so a $3,000 die with a $600 base totals $3,600. Typing a base price keeps the die price you already entered, and the Base row has its own tax toggle. The Base field is shown only for a stone with Base On and at least one Base Dimension entered.

The Quote, Contract, Invoice and Receipt then print the stone row and a Base row, each with its own color, size and finish, and the two add up to exactly what the stone billed as one line. Choose which stones split in Settings → Stone Itemisation (the How stones are itemised card). Orders keep the format they were created with.

If this is a monument order, you will also see your drawing from the Sketch & Inscription step showing the front side and back side, along with the decedent information you entered (name, dates, and the description/Epitaph).

If this is a service order, the Sketch & Inscription section will not appear.

Payment Terms shows the split you set on the billing step. With Link a payment record with the order creation left on, it shows the deposit that will be logged as paid right now and the remaining balance due on completion. With that toggle off, the same terms are shown but nothing is logged as paid and the order carries its full balance due. When the deposit is set to Card (MonuPay) under Received as, this step says the deposit "will be charged to a card (MonuPay) right after the order is created".

External Payment and the Live Quote panel are shown on the right side. The Live Quote panel stays with you across every step and totals the order in real time.

To-dos this order will create

A To-Dos This Order Will Create card lists the to-dos MonuDesk adds when you save, one under the other like on the order card on your board. Each shows the to-do and the step it starts on. Click one to change the step that to-do opens on: each click moves it to the next step (Click to change the step this to-do opens on.). That is handy when a step is already behind you, for example when the family has already paid.

The card lists the to-dos a confirmed order gets. If you click Save as Quote instead, the quote starts with just Quote Client and Payment, and the rest are added when it is confirmed. The card shows on new orders; an order you reopen with Edit Quote or Edit Order already has its to-dos.

Uploaded files

An Uploaded files card on this step lists every file you attached with Attach file on the Sketch & Inscription step. Any file type is accepted there.

PNG, JPG, WEBP, GIF and HEIC files show an image thumbnail. Click any entry and it opens in a new tab. If an upload does not go through you will see Upload failed: "Could not upload the file. Please try again."

Empty states for fields you skipped

If you left any optional fields blank in earlier steps, the review summary shows them with the same wording you'll see everywhere else:

• Cemetery not specified if you skipped Step 2.

• Color not specified, Finish not specified, or Size not specified for any monument fields you left blank in Step 3.

The order still saves with these gaps. You can fill them in later from Edit Order, and PDFs regenerated after the edit will show the updated values.

Stock you're reusing

When you click Save as Confirmed Order on an order that uses items from your inventory, MonuDesk asks Take these from your inventory? before it saves: "This order uses items you have in inventory. Confirming the order can take them off the shelf now, or leave your stock untouched."

• The prompt lists the matched Stones and, under Accessories, the vases, photos, urns, QR codes and vaults that are linked to Inventory products, each with its SKU. Anything at 0 on hand reads "out of stock (0 on hand), nothing to deduct".

• Deduct 1 unit (or Deduct N units) saves the order and takes those items off your counts. Don't deduct saves the order and leaves your stock untouched. Closing the prompt cancels the save and takes you back to the wizard.

• Save as Quote and drafts never change your counts, and confirming the same order again never deducts twice.

A stone whose Top Shape is Custom never counts as reused stock, because it is being cut fresh rather than pulled off the shelf, and sizes have to match exactly, so a die with the same three numbers in a different order is not treated as your stock die. Stones are only deducted when Auto sync is on in Settings → Inventory. Inventory is a Pro feature.

Saving your order

You can save the order from this step. Save as Quote and Save as Confirmed Order stay enabled even when the total is zero, since real orders are sometimes $0 (warranty replacements, comped jobs, internal corrections). Add line items and pricing if you need to, or save as is.

At the bottom you have these options:

“Previous” on the left takes you back to the prior step if you need to change something.

Save as Quote saves the order and places it in the Quote stage on your order board. You will only see two to-dos: Quote Client and Payment. All other to-dos are saved in the background and will appear once the order moves to the Confirmed Order stage.

If the connection drops while you save with Save as Quote, the wizard shows You're offline: "Your quote stays on this screen and saves automatically when your connection is back. Keep this page open." When the connection returns it shows Back online and saves the quote. Only Save as Quote does this: a confirmed order is not resent automatically. Closing the wizard or reloading the page stops the wait.

Learn more: How to Confirm a Quote Into an Order

Save as Confirmed Order tells the system this order is final and work is starting. The order is placed on the board with all the to-dos already generated based on your configuration. The deposit (if any) is logged as a payment immediately. A deposit set to Card (MonuPay) on the billing step is charged instead: the card dialog opens as soon as the order is created, for the deposit amount, and the payment is logged once the card is approved. If the card is declined or the dialog is closed, the order stays with its deposit unpaid; charge it later from the order with Log Payment.

Save as Confirmed Order waits up to 90 seconds for the save to finish. While the server is still working, the button reads Still saving... and MonuDesk checks whether the order was created, so a slow save is not reported as failed. Don't click again while it says Still saving.... Once the order is created, the success message shows the number it was saved with, for example "Order L6-ORD-81 has been created."

Right after Save as Quote or Save as Confirmed Order, the stage column on your board shows a placeholder card, "Creating the quote. It appears here in a moment." or "Creating the order. It appears here in a moment.", and the real card replaces it.

Learn more: How Order To-Dos Work

Move to quote stage is a separate action for parking an in-progress order in the Quote stage. When you choose it, a Draft Reason modal opens so you can note why you're moving it. After you confirm, the order moves to the Quote stage. If the save can't go through, you'll see “Couldn't move to quote stage” with the error instead, and the order stays where it is so you can fix it and try again.

Saving an edit. When you reopen an existing order and save it with Update Quote or Update Order, or close the editor (X or Escape) with unsaved edits, a confirmation lists every changed field as one old → new line, for example Stone · Price $3,200.00 → $3,450.00. Past 8 changes the rest sit behind Show all N changes, and the header shows the change in the order total. When the order already has a quote, invoice or contract, the confirmation also has a checkbox to update those documents to match. Ticked, MonuDesk regenerates them with the new figures and the new version replaces the old one in the customer portal. Unticked, the stored documents keep the old figures.

A Customer Portal card sits near the bottom of this step with two switches. The first, Send portal link automatically after order creation, sends the portal link when you save the order: by email to each contact with an email address, and by text to each contact with a mobile number. It starts in the position you chose under Settings → Customer Portal → Send the portal link automatically. Set it while the order is being created: reopen the order later and the switch is locked. The automatic email and text go out once when you save with Save as Quote and once when you save with Save as Confirmed Order. Saving again with the same status sends nothing more, and editing an order never sends it.

The second switch, This is a pre-need order, is for an order where the people on it are still living. The info icon next to it explains both positions. On, the customer portal shows "The [last name] Family" as the title and never mentions a loved one. Off, it is a normal memorial order and the portal shows "Honoring [name]" for the person on the plot. The line under the switch uses this order's own names. This switch saves with the order and stays changeable when you reopen it with Edit Quote or Edit Order; if a change cannot be saved you see Pre-need setting not saved.

The portal link switch works on monument orders whose customer has an email address or a mobile number on file. Add either one in Step 1 and the switch becomes available.

You can also send the link whenever you like from the order itself: hover Customer Portal in the order popup and choose Send Portal Link, with Copy Customer Portal Link and View Customer Portal on the same menu. Send Portal Link sends the link to every contact on the order: by email to each one with an email address, and by text to each one with a mobile number. The Portal link sent message says what went out, for example "Portal link sent to {customer email}." or "Sent by text to {phone}." Every send is recorded in the Activity Timeline, one entry per contact.

Learn more: How the Customer Portal Works

Sending the order to QuickBooks

MonuDesk books orders into QuickBooks Online (QBO). A QuickBooks card sits near the bottom of this step with a Send this order to QuickBooks switch, on by default. Left on, the order goes to QBO the way your setup requires: invoice, sales receipt or journal entry. Switched off, the order stays off the books, with no invoice, sales receipt or journal entry created for it. Inventory quantities still sync either way.

Invoices and estimates synced to QuickBooks carry the MonuDesk order number as their QuickBooks number (cut to QuickBooks' 21-character limit), the same as sales receipts. If QuickBooks already has that number, the document is sent without one.

Under that switch is a QuickBooks customer picker. Search your QuickBooks customer list and attach the order to the right customer, or choose Create a new customer in QuickBooks to have one made from the purchaser's details. It is read-only when you are editing an existing order. To change the customer afterwards, or to fix an order that went to the wrong one, use Order sync activity in Settings → Integrations.

When a customer with the purchaser's name may already be in QuickBooks, a pill reads "A QuickBooks customer with this name exists. Check below." and the QuickBooks box shows Already in QuickBooks? Link the customer so a second one is not created. with up to three likely matches. Click Link on the right one, so QuickBooks does not get a second customer for the same family. These suggestions appear on new orders only; Edit Order keeps the QuickBooks customer the order already has.

This can only be set while the order is being created. Reopen the order later and the card reads (Locked), with the note "This can only be set when the order is created." Duplicating an order that was kept off the books keeps the copy off the books too.

The QuickBooks cards appear on this step when your plan includes QuickBooks (a Pro feature) and the location this order is booked to has QuickBooks connected.

The QuickBooks products card

Below the QuickBooks card is a QuickBooks products card: "These are the products each line of this order will be billed against in QuickBooks."

It lists one row per billable line: each stone, shown as "<stone label> · Stone"; a "<stone label> · Base" row when that stone's base is billed on its own line; and a "Foundation · <material>" row. The stone label is the name you gave the stone, or its type and color if you did not rename it. A custom stone set to No inventory item gets no row.

Each row carries a product search, "Search your products by name, SKU or size…". Pick the product that line should bill against. A row with nothing attached is listed in the banner described below.

One banner for everything unmatched. When any stone, base, foundation, cemetery fee or custom line would still bill as a generic item, a single banner above the products card lists them, each with the reason: "2 lines aren't matched to a QuickBooks product yet, so they will bill as generic items. Pick the right product below. This can't be changed after saving." While that banner is further down the page, a Something to check below chip sits at the bottom of the step. Click it to scroll straight there.

Because the base has a row of its own, a split stone posts to QBO as two lines and the base's quantity on hand moves separately from the die's. A base row with no product attached posts as a generic line.

This card is for the order you are creating. Reopen the wizard on an order that already exists and the products card is read-only.

Creating a QuickBooks product from this step

If a stone, base or foundation row has no product attached and MonuDesk has no match to suggest, Create new product appears under the product search. Click it and Add this to your products opens: "Creates it in your inventory and in QuickBooks, and bills <line> to it. Everything below is filled in from this order, change anything before you create it."

Every field is pre-filled from the order, and you can change any of them first:

1. Product name: the piece, color and size in feet-inches, for example "Upright American Black 0-2x1-0x0-8".

2. QuickBooks name: name, finish and SKU. This is exactly what is created in QuickBooks and it is never renamed afterwards, so set it the way you want to read it on the invoice.

3. SKU: a SKU already in use shows the error in place, so pick another one.

4. Price: taken from the order. The foundation amount on a foundation row; the base amount, or the stone minus the base, when die and base bill as two lines; otherwise the whole stone amount.

5. Quantity in stock: 1 by default. Enter 0 if the piece is being ordered in, and QuickBooks shows it below zero once the invoice posts.

6. Description.

A foundation row also offers Include the dimensions in the name, on by default. Switch it off to keep one reusable foundation product such as "Concrete Foundation". Foundations are created as Services products with no stock quantity; stones and bases are created as Granite inventory products.

Click Create product. MonuDesk creates it in your inventory, approves it for QuickBooks and attaches it to the order line, noting "You chose this product, so it will not be changed automatically". If the location is connected to QuickBooks with inventory sync on, the product is queued into QBO and the row's badge reads Being added to QuickBooks: "It will appear in QuickBooks shortly. If it does not, check Inventory → QuickBooks for the reason." That is the matching queue, also reachable from Settings → Integrations → Open matching queue. If the QuickBooks name you typed already exists in QuickBooks, the existing item is adopted instead of a duplicate being made.

QuickBooks fees & custom lines

Under the products card is a QuickBooks fees & custom lines card: "Cemetery fees and custom line items bill to the QuickBooks item you match them with here. A match is remembered for this location, so every future order with the same fee posts to the same item."

It is shown when the order's location is connected to QuickBooks Online, the Send this order to QuickBooks switch is on, and the order carries at least one cemetery fee or custom line. Each row shows the line, its amount and whether it is a Cemetery fee or a Custom line.

1. Click Match to a QuickBooks item… on the row and search your items ("Search by product name…"). The first results are already filtered by the line's name.

2. Pick the item the line belongs to, usually the service item already on your books. The match saves at once and the row reads "bills to <item>".

3. To change it later, use Pick a different item… on the same row. Fee matches stay editable when you reopen an existing order.

Lines you have not matched are listed in the banner above the products card, and they sync to a generic QuickBooks item named after the line.

Match a fee to a non-stock item, meaning a Service or Non-inventory item. A stocked Inventory product is refused, because billing a fee or custom line to it would drain its quantity on hand with every invoice; pick the service item instead.

Fees that share a name appear as one row, and a lump-sum cemetery fee appears as Cemetery fees. Matches are held per location and keyed by the line's name, so once a fee is matched every future order with the same fee posts to the same item. Saving a match needs the Settings edit permission, which the Owner and Office roles hold by default.

Related articles:

• How to Set Up Billing and Payment

• Understanding the Order Board

• How Order To-Dos Work

• How to Confirm a Quote Into an Order