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.

[lenjobakes]

@ehflower - say more about this?!

You can search by service/fulfillment/event date?!

Can you screenshot?

[ehflower]

So in the invoice section:

 

so it will search service date (service date I treat as a delivery date) either oldest to newest  

the filters come in very handy 

I also will create invoice templates with a title (i.e. Easter lily 2026)  so the invoices can be searched 

it can then be exported into excel and even sorted more along those routes

the customize section to the left allows for you to pick the columns shown