Quote lock and release gate

Quote, Payment & Production Release

A reviewed quote locks the pricing record for the job, but production still waits for proof approval and payment/order approval. This prevents factory release from starting on an unapproved proof or unpaid order.

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Procurement workflow

What has to be true before production starts.

This is the buyer-facing version of the internal staff console. It explains why Arvico may ask for payment, proof, tax, or shipping details before release.

StageWhat it meansWhat can block it
Quote requestedBuyer asked for billing review or payment linkMissing size, quantity, ZIP, product path, fit risk, or manual shipping condition
Quote lockedArvico saved quote number, pricing version, tier, freight mode, and line itemsExpired quote, changed scope, changed quantity, or missing tax/terms approval
Proof approvedBuyer approved artwork/proof for the reviewed jobRevision request, wrong size, old frame mismatch, or unresolved fit question
Payment/order approvedCard, ACH, wire, PO, deposit, or terms have been verified by staffUnpaid link, wrong billing entity, missing PO, missing tax certificate, or finance hold
Production releasedStaff releases the job to factory after the gate is clearAny missing proof, payment/order approval, shipping review, or manual hold
Intake / proof processingArtwork, size, quantity, deadline, and ZIP are present but proof is not ready or missing details still need review.
Proof waiting customerProof is ready. Buyer can approve or request revision. Production is still blocked until commercial approval is complete.
Billing payment pendingProof may be approved, but Shopify checkout, draft invoice, ACH/wire, PO, or terms approval is not verified.
Paid release neededPayment/order approval is verified. Staff still performs the final release action before factory production starts.

PI / invoice record

What a billing review should show

Quote / jobQuote number, job number, proof link
Line detailProduct, size, quantity, fabric/frame/lightbox scope
Price splitProduct subtotal, freight allowance, discount tier, tax review, total
PaymentCard, ACH, wire, PO, deposit, or approved terms

Before payment, buyers can return to the proof page to request revision or re-check the proof. After payment/order approval, staff still controls production release.

Order status

Reviewed jobs move through quote, proof, payment, and release gates.

Shopify remains the customer/payment/order record. My Arvico and staff review combine proof status, billing events, saved-fit records, pricing snapshot, and release gates before factory production starts.

Request billing review Open My Arvico

Internal staff consoles stay authenticated and are not exposed as public customer pages.

Why does proof approval not start production automatically?Because a proof can be approved before payment, PO, tax, freight, or release conditions are complete. Arvico separates customer proof approval from factory release.
How long is a quote valid?Reviewed quote locks default to a limited validity window. If quantity, shipping route, deadline, material, or scope changes, the quote may need review again.
What payment methods can B2B buyers use?Card is simplest for small/standard orders. ACH, wire, PO, deposit, or terms require account review and approved payment instructions.
Payment pathTypical useOperational rule
Shopify card checkoutSmall standard SKU or reviewed draft invoiceFastest customer payment record; processing cost should be built into public price unless owner policy changes.
Shopify draft order / invoiceCustom SEG, approved proof, or account quoteBest default for proof-to-billing flow because the customer can review before paying.
ACH / wireB2B buyer, larger order, finance team paymentRequires staff-issued PI/invoice and payment verification before release.
PO / net termsApproved trade or strategic accountRequires account approval, billing entity, credit/terms policy, and staff verification.
PayPal / cross-borderException path when buyer requests itUse only after owner/accounting policy because fees and settlement route can differ by entity.

Procurement confidence

Fit, proof, and shipping clarity before production release.

This is the trust layer buyers need before switching suppliers: what Arvico reviews, what can stay unknown at intake, how pricing/payment are handled, and what evidence can be attached to the order record.

Fit reviewedStart with frame photos, outside size, visible graphic size, current supplier/model if known, or an old order reference. Unknown details can be resolved during review.
FastProof boundaryAI-assisted intake can flag artwork and fit questions. Human review controls final production release when risk exists.
Shipping confirmedHardware, oversize, show-site, residential, lift-gate, Canada, Mexico, and multi-location shipments are confirmed during review.
Saved fit recordsAfter a frame fit is confirmed, the setup can support easier campaign refresh and replacement graphic reorder.

Why Arvico

Factory-direct SEG review, not a blind catalog checkout.

Factory-led workflowProduction, proof review, QC, packing notes, and aftersales are handled as one reviewed workflow instead of a blind catalog checkout.
Daily shipping disciplineRoute, packing, freight allowance, and shipping exceptions are confirmed during review so buyers understand what is included before release.
AI where it reduces riskAI-assisted FastProof helps intake artwork risk notes, fit questions, and QC direction while human review controls final production release.

QC evidence

Production checks buyers can understand.

QC
Backlit density checkLightbox graphics are reviewed for visible output risk before release.
Review
Pack
Carton / edge protectionPacking notes can be attached to the order record for hardware and oversize shipments.
Record
Ship
Carrier handoffTracking and exception handling are tied to the approved quote and ship-to ZIP.
Track

Buyer guides

Useful instructions, not thin SEO pages.

Measurement Guide Open Replacement Checklist Open Backlit Artwork Setup Open Frame Photo Guide Open Lead Time & Shipping Open Resources Hub Open

Buyer assurance

Start with partial informationBuyers can begin with photos, old model details, visible size, or artwork links, then Arvico asks for missing fit details.
Review before releaseFit risk, artwork risk, freight exceptions, and billing readiness are checked before production starts.
Premium positioningSEG lightboxes, replacement graphics, and frame-matching review are supported by AI-assisted FastProof intake and human production review.

Payment and invoice handling

Payment comes after proof/quote review, not before risk is understood.

Small and standard ordersCard payment through Shopify/draft invoice is the simplest path after quote and proof review. Card processing cost is normally built into the public price unless a separate policy is approved.
B2B purchase ordersACH, wire, check, or net terms can be offered after account approval. A PI/invoice should show product, freight allowance or shipping line, tax/exemption status, and payment instructions.
International entitiesHK/HSBC, PayPal, cross-border card, and wire fees need owner/accountant policy before public wording. Keep public copy neutral: payment instructions are issued after billing review.

Contact points

Make procurement feel reachable.

United StatesSales, account support, proof coordination, and U.S./Canada delivery review.
China productionManufacturing, print production, QC support, packing review, and order follow-up.
Vietnam productionAdditional production-route support for qualified projects and regional capacity planning.