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AI PromptsCategoriesRetail

📦 Handle Special Orders for Customers

Run the shop from one place, including the second and third one. These prompts build the working parts of a retail business: stock that is right across every location, purchase orders that arrive before you run out, gift cards and loyalty, staff rotas, and the numbers you should see every morning.
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Handle Special Orders for Customers

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We order things in for customers and occasionally one just disappears. Build me a special order app. Record the customer, the item, the quantity, the agreed price, any deposit taken, the balance due and the promised date. Link that directly to the supplier purchase order raised for it, so the customer order and the supply order move together and neither can be closed without the other. Track status through Ordered, Confirmed by Supplier, Delivered to Store, Customer Notified and Collected. Base the promised date on the supplier real average lead time rather than their quoted best case. Add an AI agent that reviews open special orders and flags anything the supplier has not confirmed, anything now past its expected date, and anything delivered but not yet collected, and that drafts the message to the customer for each case. Automate three things: notify the customer when the item arrives, chase the supplier when an order passes its expected date, and a scheduled weekly summary of everything open with deposits held. Two logins: staff who take and hand over orders, and an owner who sees deposits and the full list.

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STATUS · LIVE
v1

01 / Spark - intelligence awakens

Handle Special Orders for Customers

Link a customer special order to its supplier order, track deposits and balances, and chase late supply before the customer calls.

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// the spark catches · intelligence awakens · the answer unfolds

Special orders are goodwill until one is forgotten. This links the customer order to the supplier order so the two never drift apart.

What's Included

  • The customer order linked to the supplier order as one chain.
  • Deposits recorded against the balance still to pay.
  • An honest expected date based on real supplier lead times.
  • An assistant that flags anything overdue from the supplier.

How To Use

  1. Link the two orders. An unlinked special order is one you will forget.
  2. Quote a date from the supplier real lead time, not their best case.
  3. Record the deposit against the balance so handover is simple.
  4. Chase the supplier before the customer chases you.

Raise the supply side with purchase order automation, and hand over with click and collect.

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