A template to put this into practice
Save the file and duplicate one record per order. Edit it in a text editor or copy its fields into your usual tool. It does not send data to Adaris.
A customer asks about an order and nobody can find the note
The order arrived by phone, a size change is in a message and the date is in a notebook. When the person who took it is away, someone else must reconstruct the conversation. Before commissioning an app, agree on an order record and pending list the whole team understands.
This is a proposed workflow, not a deployed customer case. You can try it in a shared spreadsheet. An app becomes worth considering when permissions, change history or views are difficult to manage there.
1. One reference for each order, even for repeat customers
Fictional example: Marta orders one cake for Friday and another for Sunday. These are two orders sharing a phone number. Give each its own reference and use it in preparation notes. Searching only by customer name can mix up collections.
- Reference and date received.
- Customer and contact method needed to manage the order.
- Item, quantity and agreed requirements.
- Owner and next task.
- Requested date and confirmed date, kept separate.
2. Separate requests from commitments
A customer requesting collection tomorrow does not mean the shop has confirmed tomorrow. Keep the order awaiting confirmation until materials and capacity have been checked. Use understandable states: awaiting confirmation, confirmed, in preparation, ready, collected or cancelled.
Agree who can confirm a date and what they must check. Marking an order ready does not mean the customer has been notified. Record notification separately, including when and through which channel.
3. Keep changes where the work is prepared
When a measurement, quantity or date changes, update the record and retain what changed, who recorded it and when. The person preparing the order should see the current requirements without searching several chats.
If a change affects price or timing, record what still needs customer confirmation. Do not erase the previous version to hide a discrepancy. A link to the agreed quote may be enough; invoicing need not be duplicated in this record.
4. Start the day with short pending lists
Review orders due today, overdue orders and those still awaiting confirmation. Each pending item needs an owner and a next action. An order with no confirmed date must remain visible rather than disappearing because its date is blank.
- Due today: check preparation and expected collection.
- Overdue: establish the reason and agree the next step.
- Awaiting confirmation: obtain missing details or check availability.
- Ready but uncollected: check whether the customer was notified before contacting them again.
5. Test exceptions before switching systems
Using fictional data, try two orders for one customer, a date change, a cancellation, a partial collection and an order without a phone number. Check that any authorised colleague can understand what remains without asking the original recipient.
For partial collection, record quantities collected and outstanding instead of closing the entire order. Before adopting a tool, also check how to export records, control editing and recover from an accidental change.
When to ask Adaris about an app
If an existing tool covers this workflow, configuration may be enough. If your team still copies data or loses changes, Adaris can assess an internal app or integration for that specific process.
For an initial enquiry, explain what you make to order, how requests arrive, how many people handle them and where tracking breaks down. Use a fictional example; do not send customer chats or records. Scope, deliverables, price and timing are agreed before contracting. Payments, inventory, invoicing and automated messages are assessed separately. We work from Elche with shops in Alicante and across Spain; commercial conversations are in Spanish.
Related services
Which orders lose their next step?
Explain how an order arrives and where information gets lost. We can assess one concrete workflow for your shop. Enquiries are handled in Spanish.