Order Confirmation

An order confirmation is the written acknowledgment that a customer's order has been accepted and production or delivery will proceed. Unlike a quote - which is an offer to supply at a stated price - an order confirmation closes the loop: the order is locked in, on agreed terms, with a committed delivery date. For project-based businesses, it creates a clear record of exactly what was agreed before work or procurement begins.

What an Order Confirmation Should Include

A useful order confirmation includes: a unique order reference number, an itemized description of what has been ordered (product codes, quantities, specifications), the agreed price with payment terms, an expected delivery or completion date, any deposit received and its deduction from the balance, and a brief note of what falls outside the order scope.

In promotional merchandise, including PMS colour references, decoration methods, and imprint positions prevents specification disputes on arrival. In construction and AV, it defines what the team is authorized to supply or install - anything beyond those items requires a variation order.

Order Confirmation vs. Purchase Order

An order confirmation travels from a business to its customer, confirming what has been agreed. A purchase order travels from a buyer to a supplier, authorizing supply of goods or services. Both documents protect against scope misunderstandings - but they flow in opposite directions in the supply chain.

Zigaflow converts accepted quotes into job records carrying forward all line items, prices, and terms - so the order confirmation reflects exactly what was quoted and approved, with no re-entry risk.