Order Versioning: Save Changes In-Place or Create a New Version

Once a customer has accepted an order in Puree, the quote becomes a contract — they've agreed to the items, pricing, and event details exactly as quoted. But real-world catering jobs change. Guest counts shift, menus get tweaked, delivery times move. Puree's order versioning gives you a way to handle those changes cleanly, with a clear record of what was agreed at each stage.

Two Ways to Save an Accepted Order

When you edit an order that's in Accepted state, the order form gives you two save options:

• Save — keeps the order number and version unchanged (e.g. order 123 stays as 123). The order remains in Accepted state.
• Save as new version — bumps the order to a new version number (e.g. 123 becomes 123.2) and reverts the order to Pending state, so the customer can review and re-accept.

The "Save as new version" button sits just above the regular Save button on the order form, and only appears once an order has been accepted.

When to Create a New Version

We recommend only creating a new version for material changes — the kind of changes a customer would reasonably want to see and re-approve before the event goes ahead. For example:

• A change in guest numbers that affects pricing
• Adding or removing menu items
• Changes to delivery date, time, or venue
• Updates to packages, staffing, or significant fees

Because saving as a new version reverts the order back to Pending, the customer will need to re-accept the contract. That's a feature, not a bug — it ensures both sides have agreed to the latest terms — but it does mean a new version triggers another acceptance step. If you create a new version for a tiny tweak the customer didn't ask for, you may end up chasing them for re-acceptance unnecessarily.

When to Save In-Place

For minor internal changes — fixing a typo in a chef instruction, attaching a document, updating a tag, correcting a note — use the standard Save button. The order keeps its current version number and stays Accepted. The customer doesn't need to do anything, and your audit trail still records what changed and when.

Viewing Past Versions In-App

Each version is kept as a snapshot. Once an order has been versioned, a Previous Versions dropdown appears at the bottom of the order page, listing the current version plus every prior version (e.g. Quote # 123.1, Quote # 123.2). Clicking an entry reloads the page showing the order exactly as it was at that version.

The snapshot covers everything that makes up the quote: order items and pricing, staff, deliveries, venue reservations, packages (including any "All Items" package selections), every commentary field (introduction, event format, menu, beverages, equipment, miscellaneous, staff, venue), discounts and surcharges, deposit requirements, supplier details, online order information, and scheduled payment requests.

A few things deliberately stay current rather than versioned: deposits actually received, tags, attached documents, notes, and the audit trail. These are operational or admin metadata that aren't really part of the quote, so they always reflect today's state regardless of which version you're viewing.

Saving in place doesn't create a separate snapshot — only changes that bump the version number are kept as history.

Keeping a Permanent External Record

For an external long-term record — accounting, legal, or a shared drive archive — we recommend downloading the order PDF before saving a new version. The in-app history is the source of truth, but a PDF gives you something you can store outside Puree, attach to invoices, or hand to a customer in a dispute.

This is especially worthwhile for high-value events, weddings, and corporate jobs.

Quick Recap

• The "Save as new version" button only shows on Accepted orders.
• New versions bump the order number (123 → 123.2) and revert state to Pending, requiring customer re-acceptance.
• Use new versions for material changes; use plain Save for minor internal edits.
• Past versions are viewable in-app from the Previous Versions dropdown at the bottom of the order page.
• Download the PDF before bumping the version if you also want a permanent external record.

As always, if you have questions or feedback, reach out to us at email@puree.app.