Creating Orders

Use the New Order flow to create orders on behalf of customers — choose Excel or POS mode, apply price overrides, and submit.

Starting a new order

Click New Order in the left sidebar. If a previous draft is in progress, the overlay reopens with the draft restored. To start fresh, discard the current draft first.

The sidebar also shows a Drafts shortcut to open Saved Drafts directly.

Step 1 — Select a customer

A customer selection modal opens. Search by name or email and click the customer to continue.

The selected customer is shown as a badge in the overlay header. Click Change Customer to pick a different one — this resets the current cart.

Step 2 — Choose an entry mode

Your last-used mode is remembered in the browser. Click Change Mode in the header to switch at any time.

Excel Mode

A two-panel layout: a product/SKU entry table on the left and a live cart summary on the right.

• Tab + Enter moves through SKU and quantity fields.
• Paste from spreadsheet — paste two-column data (SKU, quantity) directly into the entry area.
• Quantities update the cart in real time; totals reflect the customer's assigned price group.

POS Mode

A grid of product tiles organised by category.

• Click a product tile to add one unit to the cart.
• Adjust quantities directly in the cart panel.
• Products show live stock status when out-of-stock rules are enabled.

Price override

To override a line-item price:

1. Click the price or the override icon on the cart line.
2. Enter the new unit price.
3. Enter a reason (required).
4. Confirm.

The original price is shown struck through; the override price and reason are stored on the order line and are visible to Admins and Owners in the order detail view.

Submitting an order

Send payment link

Enable the Send payment link toggle before clicking Confirm Order. When enabled, a payment link email is sent to the customer's email address immediately after confirmation.

Requires the customer to have an email address on file and Stripe to be connected with charges enabled.

Paste & Parse — AI order entry

Paste & Parse converts unstructured order text (a WhatsApp message, email, or handwritten note) into a structured order draft using AI.

Opening Paste & Parse

Click Paste & Parse at the top of the Sales Rep page. A panel opens on the right side of the screen.

You can also paste order text directly into the Dashboard AI chat — the AI will parse it automatically without opening the dedicated panel.

How it works

1. Paste the raw order text into the input field. Any format is accepted.
2. Click Parse. The AI extracts the customer name and each product line.
3. A preview card appears showing matched items, quantities, and prices.
4. Items where the AI is uncertain are flagged with a warning — use the dropdown to manually select the correct product.
5. Click Create Order to save the draft. The order appears in your Orders list as a draft ready to review.

Example

Input pasted:

Hi, John from ABC Mart here.
Can we get 5 boxes of big tomatoes and 2 cartons of milk?
Cheers

Preview output:

Customer: ABC Mart  ✓

  Roma Tomatoes Box 5kg   × 5   $75.00
  Full Cream Milk 2L      × 2   $12.00
  ──────────────────────────────────────
  Total                   $87.00

Handling partial matches

When a product cannot be matched with confidence, the row shows an amber warning and a product picker. Select the correct item from your catalogue before creating the order. Matched rows can still be edited — adjust quantities or remove a line before confirming.

Tips

• Customer matching is fuzzy — abbreviations, nicknames, and common misspellings are handled automatically.
• If workspace aliases are configured, the AI recognises them during parsing (e.g. "big box" → Roma Tomatoes Box 20kg).
• The parsed draft follows the same flow as a manually created order. Prices use the matched customer's price group.

Paste & Parse requires AI to be enabled. See AI Overview for setup.