WhatsApp order management
Turn a WhatsApp order message into a structured order.
Capture items, quantities and delivery requests from business WhatsApp conversations, then check the order before your team confirms it.
Order draft
Kamath Traders
| Item | Quantity |
|---|---|
| AX-40 | 20 |
| VX-20 | 10 |
Requested deliveryFriday
- Customer price
- Applied
- Stock
- Available
- Delivery
- Needs confirmation
Ready to review
The order is more than the message.
The message
“20 AX-40, 10 VX-20, Friday delivery”
The order needs
- Customerin the message
- Itemsin the message
- Quantitiesin the message
- Delivery datein the message
- Pricenot in the message
- Stocknot in the message
- Terms where relevantnot in the message
The chat tells you what the customer asked for.The order process has to make that request usable.
Turn the message into order lines.
- 2 recognised order lines
- Item needs confirmation
- Previous order reference found
- Delivery date needs confirmation
How much of a message can be read depends on how the customer writes it. A consistent item code can be matched; “standard pumps” can only be flagged for somebody to confirm.
Check what the message does not tell you.
- Which customer?
- Which exact item?
- Which price applies?
- Is stock available?
- Can we meet the requested delivery?
- Does anything need approval?
The goal is not to turn a message directly into a confirmed order.The goal is to reduce re-entry while keeping the important checks.
Let unclear details become exceptions.
| Line | Quantity | Status |
|---|---|---|
| AX-40 | 20 | Ready |
| VX-20 | 10 | Ready |
| “Standard pump” | 5 | Item unclear |
| Friday delivery | — | Needs confirmation |
Review the few uncertain details instead of retyping the entire order.
Keep the original message connected to the order.
Keeping the source context helps the team understand what the customer actually asked for when something needs clarification.
- Original message
- Order draft
- Confirmed order
- Source
- Customer
- Kamath Traders
- Original request
- Available for reference
How much message history is kept, and for how long, is a decision for your business and the connection method you use.
What should happen after the draft is ready?
- Review exceptions
- Confirm price, stock and delivery
- Create order
- Send confirmation where configured
- Track status
The exact setup depends on how your business uses WhatsApp.
Shared automation normally uses supported WhatsApp Business integrations. Personal WhatsApp accounts should not be presented as if business software can silently read or control them.
- Order extraction may use structured messages, supported APIs, parsing, OCR or document tools, or custom integration — depending on how the order arrives.
- A customer who sends a photographed purchase order and one who types item codes are two different problems with two different answers.
We can look at how your orders actually arrive and recommend the practical connection method.
The other ways an order arrives.
How many WhatsApp orders still get typed again?
Show us how customer orders arrive through WhatsApp today. We’ll help identify where order details can be captured once and where checks still need a person.