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YourOrderBook

Order management

Process every order without retyping the same details.

Bring orders from WhatsApp, email, phone, salespeople and files into one process. Check price, stock and delivery before you confirm.

Calculate order handling time See how order processing works
Order deskSO-2087

WhatsApp09:14

Kamath Traders

Please send:

Ball bearing 6204 — 120

Drive belt A-52 — 40

Need by Friday

  • PriceDistributor price
  • StockAvailable
  • DeliveryFriday
SO-2087Kamath TradersConfirmed
  • Ball bearing 6204120
  • Drive belt A-5240
Deliver Friday₹1,46,400
  1. Received
  2. Checked
  3. Confirmed
  4. Ready

Order handling time calculator

How much team time goes into processing orders manually?

Enter a few numbers from your business. We’ll estimate the time spent reading, entering and correcting orders.

Your order numbers

Change any figure and the estimate updates as you go.

  1. Include orders received by WhatsApp, email, phone, salespeople, files and other channels.

  2. 8 min
    1 min90 min

    Include checking the customer, items, quantity, price and delivery requirement.

  3. 15%
    0%100%

    For example: wrong item, wrong quantity, price change, missing information or details entered again.

  4. An approximate number is enough.

How we calculate this
  1. We multiply your monthly orders by the minutes each one normally takes.
  2. We work out how many of those orders need correction, and add the extra minutes for those.
  3. We turn the total minutes into hours, into 8-hour workdays, and into a year.

This is the time your team spends on orders today. It is not a saving: how much of it can be removed depends on which part of the process you change first.

Where orders slow down

Where does order processing take extra time?

The delay is often not one big problem. It is many small checks between receiving the order and dispatch.

  1. Order received

    Where is the latest order?

    • WhatsApp message
    • Email attachment
    • Salesperson’s message

  2. Order entry

    Is the same information typed again?

    • Customer copied again
    • Items typed again
    • Quantity checked manually

  3. Price check

    Which price or discount applies?

    • Price checked in Excel
    • Old quotation opened
    • Salesperson asks accounts

  4. Stock check

    Can we promise the quantity?

    • Someone calls the store
    • Stock checked in another system
    • Partial stock not clear

  5. Approval

    Who needs to approve this?

    • Special discount
    • Credit limit
    • Urgent dispatch

  6. Confirmation

    What have we actually promised the customer?

    • Price confirmed
    • Quantity confirmed
    • Delivery date confirmed

  7. Dispatch

    Is the order ready or blocked?

    • Waiting for stock
    • Waiting for approval
    • Ready to pick

Enter the order once. Carry the same details forward.

Customer, item, quantity, price and delivery details should not need to be typed again at every step.

WhatsApp · Kamath Traders

Ball bearing 6204 — 120 · Drive belt A-52 — 40 · Need by Friday

SO-2087Entered once
Customer
Kamath Traders
Items
Bearing 6204 × 120 · Drive belt A-52 × 40
Price
₹1,46,400
Delivery
Friday

  • Pick listPL-2087

    Customer
    Kamath Traders
    Items
    Bearing 6204 × 120
    Drive belt A-52 × 40

  • DispatchDN-2087

    Customer
    Kamath Traders
    Items
    Bearing 6204 × 120
    Delivery
    Friday

  • InvoiceINV-2087

    Customer
    Kamath Traders
    Items
    Bearing 6204 × 120
    Price
    ₹1,46,400

The same customer, items, price and delivery date — written once, read everywhere after that.

Before you confirm

Confirm only what you can actually supply.

Check the important things before promising price, quantity and delivery.

SO-2087

Kamath Traders

₹1,46,400

  • Ball bearing 6204120
  • Drive belt A-5240
  • PriceCorrect price and discount?Distributor price applied
  • CreditCan the order be released?Within credit limit
  • DeliveryWhen can it be dispatched?Friday is possible
  • StockEnough quantity available?Short by 8Ball bearing 6204 · requested 120 · available 112

So the team can decide before confirming the order

  • Send 112 now and 8 on the next dispatch
  • Or agree a revised delivery date for the full quantity

Know what happens next on every order.

Once the order is confirmed, everyone should be able to see what is ready, waiting or blocked.

Kamath Traders

SO-2087 · ₹1,46,400

Ready to pick

  1. ReceivedDoneWhatsApp · 09:14
  2. CheckedDonePrice, credit, delivery
  3. ConfirmedDone112 now, 8 to follow
  4. PickNowReady to pick
  5. DispatchWaiting
  6. InvoiceWaiting

8 units waiting for stock

The rest of the order is ready. Everyone can see which part is moving and which part is not.

Order manager view

See which orders need action today.

Know what is ready, what is blocked and who needs to act.

  • 24New orders
  • 6Need approval
  • 11Ready to dispatch
  • ₹12.8LOrders ready this week
  • SO-2087Kamath TradersOrder value ₹1,46,400Ready to dispatchOwner
  • SO-2091Nandi MotorsOrder value ₹62,800Stock shortOwner
  • SO-2094Deccan HardwareOrder value ₹2,18,500Price approval neededOwner
  • SO-2096Vaibhav AgenciesOrder value ₹94,200Customer confirmation pendingOwner
  • SO-2098Sri Lakshmi StoresOrder value ₹1,05,600Credit approval neededOwner

The team can focus on orders that need action instead of checking every order one by one.

See the full process

Order to Cash

See how one order moves from confirmation through dispatch and invoice to the payment reaching your account.

Explore Order to Cash
  1. Order
  2. Confirmation
  3. Dispatch
  4. Invoice
  5. Payment

What we can improve

Explore the order areas we can improve.

Start with the part of order processing that takes the most time. Connect the rest later.

  1. Take the order however it arrives

    Bring orders from WhatsApp, salespeople and every other channel into one place, without typing them again.

    WhatsApp + Phone + SalespersonOne order

  2. Let customers and dealers order themselves

    Give them their own products and prices, so a routine order does not need a phone call to your office. Dealers and distributors have a pillar of their own.

    CustomerTheir price listOrder

  3. Check it, confirm it, and keep everyone informed

    Apply the right price, send exceptions to the right person, and let staff and customers see where the order has reached.

    PriceApprovalStatus

Spend less time processing every order.

Show us how orders reach your team today. We'll help you find where the work can be simplified.

Start Business AuditTalk to us