Working with statuses

Statuses show which phase a quotation, project, invoice, and so on is in. This helps you get a quick insight into the progress of that document.
The status and the colour linked to it give you a clear visualisation in the overview. You can also set up your own overview based on a status.
On top of that, statuses are a good way to communicate between the different users within Robaws. They make working together more efficient and make it easier to set priorities.

Example:
Within the 'quotations' module, statuses make it clear at a glance which phase a quotation is in. For example: draft while you are still preparing the quotation, sent once it is with the customer, approved when the customer agrees and lost when the quotation does not go ahead. Every status gets its own colour, so that you immediately see how each quotation stands in the quotation overview.

Creating statuses

You create a status via Settings > module of your choice > statuses.
Note that these are case sensitive if you want them to be changed automatically.
You can assign a colour to every status, which becomes visible in your overview.

Use

You assign a status in two ways: manually or automatically.

Manually

On the record of a relation or document, you choose one or more statuses in the 'status' field. The matching colour is applied to the overview straight away.

Automatically

Some modules and functions change the status by themselves after a particular action. For example, you can:

• give an invoice a status after it has been sent via Peppol;
• have a quotation changed automatically as soon as it has been invoiced or signed.

You set up these automatic status changes via Settings > module of your choice > statuses and via Settings > module of your choice > email templates.

If you want to go further, you can also include a status change in an automation flow: the status then changes automatically after an action that you define yourself.

Updated on: 04/09/2026