Workflow: a parts order, from order to delivered and paid

A parts sale with no fitting, from wherever it comes in (phone, quote, counter, Shopify, dealer portal) to the Orders desk, stock held, invoiced, picked, packed, shipped or collected, and paid.

Where it is

Settings for this

Settings → Orders — Targets, who's on duty, alerts and customer update emails
Settings → Shipping & freight — Ships-from address, freight margin, carrier cut-off
Integrations → Freight carriers — Live rates and labels
Integrations → Stripe — Card payments and pay links

A parts sale that leaves by courier or is collected, with no fitting. Each step has a button to the page where you do it and a link to its full guide. In BuildTrack's Help panel, when a button takes you to a page, Back to the guide (bottom right of the screen) brings you straight back here.

1. The order comes in

Every channel lands on one screen, the Orders desk. See The Orders desk.

The Orders desk: every open order from staff, dealers, Shopify and franchises in one list, each with its next step, whose move it is and how long is left, and the selected order's Next step button on the right

By phone or email: + New order on the desk. Need the customer first? Create a contact.
From a quote: Create and send a quote; once accepted it becomes a sales order. See Which way a sale goes.
At the counter: Showroom POS takes payment on the spot; a sale that ships uses Ship to customer.
From Shopify: What happens when a Shopify order arrives.
From a dealer or trade customer: Dealer orders, and the dealer workflow.

2. Accept it and hold the stock

The desk's Next step button says what to do (Accept, Make the order…). The sales order holds free stock for each line. See Sales orders and Stock allocation.

3. Short on something?

The desk's Sourcing view lists what's short. Raise a PO for it (Other ways to raise a PO), or let Draft POs for what's short in Settings → Orders do it. What can't go yet becomes a backorder.

4. Invoice it

Generate Invoice on the sales order, check it and approve it. Approving doesn't move stock; dispatching does. See Create, approve and send an invoice. Want payment first? Send a pay link.

5. Pick, pack and send

The approved invoice appears on the Dispatch board.

The Dispatch board: lanes for On hold, To pick, Picking, Picked — to pack and Dispatched, with an invoice card waiting in To pick and the carrier cut-off at the top

Pick it (by bin, with a pick list or by scanning). See Get one order out the door and Pick lists.
Pack it, at the pack bench if you use one. See The pack bench.
Book freight for live rates and print the label, then Print label & dispatch. See Book freight and print labels.
Being collected? Mark it collected instead.

Dispatching takes the stock out and sends the tracking. See The Dispatch board.

6. Get paid

Card via the pay link goes on by itself; otherwise Record Payment. Accounts customers get statements and payment reminders. See Take and record payments.

7. If it comes back

Credit notes and returns to stock.

The Orders course covers every channel with quizzes and badges.