Customer order → fulfilled invoice

Order management that keeps fulfilment moving

Track each customer order from submission through review, fulfilment and approved invoice—without losing the handoff between teams.

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The handoff

  1. 01Customer orderPricing, history and payment details ready
  2. 02FulfilmentReview, print, pick, pack and dispatch
  3. 03Approved invoiceInventory updated and invoice sent from Xero
BSIMPLE / INVOICE CONTROL
BSimple customer invoice screen showing invoice status and approval controls
The final approval point keeps fulfilment, inventory and the Xero invoice aligned.

The order handoff

Turn customer demand into a repeatable fulfilment flow

Order management should make the next action obvious to every person involved. BSimple gives customers a simple way to order, then gives your team the statuses, documents and checks needed to fulfil accurately.

  • One order record from submission to approval
  • Print-ready documents for the warehouse
  • Xero-ready invoices after fulfilment
01 / capture the demand

Customer ordering

Customer order, captured once

Consider “start” the point where the customer decides they need to order coffee, packaging or another product. They may be responding to an SMS sent from your ordering system to create the incentive to order. From there, BSimple tracks the steps they take and the internal processes required to deliver the product into their hands, whether directly or through a third party.

A scheduled SMS or email invitation sends the customer to their unique order link, where their pricing, order history and payment details are already available. They can submit the order, receive a copy for their own tracking, and automatically send the business a copy for processing.

BSIMPLE / CUSTOMER ORDER
BSimple customer order confirmation showing line items, quantities, totals and submission
The customer confirms the actual order before the business reviews and fulfils it.
  1. 01Invite

    Send the customer to a unique order link by SMS or email.

  2. 02Recognise

    Show their pricing, order history and payment details.

  3. 03Hand over

    Give the customer a copy while the business receives the order for processing.

02 / control the handoff

From invitation to fulfilment control

BSimple turns the customer response into a working order record rather than another message for someone to re-enter. The team can adapt the process to suit a coffee roaster, packaging company or other product business, while keeping the handoff visible.

  • Customer invitation: Send a weekly SMS or email, or invite a customer more or less often as required.
  • Order record: Keep the customer’s pricing, order history, payment details and submitted items together.
  • Internal status: Move the order through review, printing, manufacture or pick and pack, dispatch and invoice approval.
  • Warehouse handoff: Give the team a print-ready invoice or delivery slip so the physical work follows the checked order.
  • Accounting handoff: Approve the invoice only after changes are resolved, then send it to the customer from Xero.
  1. 01Order recordKeep the submitted items and customer context together.
  2. 02Warehouse documentPrint the checked invoice or delivery slip.
  3. 03Approval gateCorrect mistakes before the invoice changes inventory.

03 / fulfil the order

Fulfil the order in six controlled steps

The exact sequence will differ between businesses, but the control points below keep the customer promise connected to the stock and invoice record.

  1. 01

    Order review

    Check the order for obvious mistakes, such as 99 items ordered instead of 9. A person familiar with the customer, products and invoices should complete this check before the order moves to the warehouse.

  2. 02

    Printing

    Once the order has been validated, send it to the printer as an invoice or delivery slip so the next person has a working document.

  3. 03

    Manufacture, pick and pack

    Manufacture the required product where necessary, then pick and pack the order against the printed invoice or delivery slip ready for shipping.

  4. 04

    Shipping label

    When the order is ready, place the shipping request, attach the label and leave it for collection. If the business delivers directly, replace this step with loading the van.

  5. 05

    Final invoice approval

    For courier orders, approve the invoice once it is labelled. For manual deliveries, build in feedback from the driver, pick-and-pack team and customer. Fix mistakes before approval so inventory remains accurate: remove items from the draft invoice, or create a new order for extras and join the draft invoices before reprinting.

    Once everyone is satisfied, approve the invoice so it affects inventory, then email it to the customer from Xero.

  6. 06

    Schedule payment

    Schedule the approved invoice for collection on the due date, or as agreed with the customer. This supports cash flow and gives the customer a more consistent ordering and payment process.

    To go deeper, read our order management software guide, compare a dedicated order management system, or learn what is order management software before you settle on the right workflow for your business.

The next order

Keep the order moving, from customer to cash.

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