How do you manage special or custom orders?

[sacredheart926]

How do you manage special orders for customers? As I approach my busiest season right after the New Year, I handle a high volume of re-orders and custom items. Currently, I create an invoice requiring a 50% deposit at the time the order is placed. For customers who prefer to pay in full upfront, I process the sale through the register using order pickup and set an estimated arrival date for the item. I then create a purchase order with the vendor, labeled with the customer’s last name.

I’m wondering if there is a more efficient way to track these orders, as I currently find myself repeatedly checking invoices and orders to ensure that no special orders were missed or not placed with the vendor.

[JacintaOgden]

Sounds like you have a better thing going than I do! Whenever someone wants a custom order or enquiry they use my contact form and then I discuss and resolve it through email. 

[lenjobakes]

In addition to my retail business, we do custom cake orders. Early on, I realized I needed a better/more reliable way to sort through invoices and started titling them with the date: "DD MMM YYYY - Invoice name."

This helps me immensely because then I just need to search the date to find out what's upcoming for the week/whenever.

I think that maybe sticking to just invoices as a tracking method would be helpful? If customers want to pay upfront - sure! Take their payment through the register, but at least you'll have a consistent system and just one place to check.

You mentioned now is your busy season - hope it's going well for you!

[sacredheart926]

Hi @lenjobakes! Yes it is going well Thank God! I did do the Customers Name and Date of their event in the Invoice ID so when I print it out and keep it in a binder it is easier to read! I do the invoices for even when the customer pays in full!

[lenjobakes]

Yeah, fab! I'm glad it's going well.

Sounds like your system might be the best it can be right now. If you figure out an update - I'd love to hear it!

[ehflower]

We use the invoice option from square and we do utilize the service date line (and now they can be searched by date) item on the invoice.  In the title I try to put a description that could be unique for the client.  But I do use invoice templates for expedited over the phone/in person transactions.