Taking Phone and In-Person Orders: How to Use Manual Order Entry

When customers prefer calling or messaging instead of shopping online

Even with a modern online storefront, certain shoppers prefer personal contact: regular clients who order over the phone, wholesale inquiries, or customers visiting your physical store. Writing these orders on paper pads leads to forgotten items and inventory discrepancies.

Key takeaway: Creating manual orders inside your store dashboard keeps every sale, customer record, and inventory count unified in one place.

Step 1 — Open a new order in your dashboard

In your store administration, navigate to Orders and select New Order:

• This quick-entry screen functions as your digital sales register.
• It pulls items directly from your existing product catalog, using the exact same variant options, prices, and available stock numbers.
• Because everything uses one single catalog, you never have to reconcile physical stock with online listings manually.

Step 2 — Select the customer and add products to the order

Quickly assemble the order details:

• Existing customer: Search by name or phone number to link the purchase directly to their profile and order history.
• New customer: Type their name and contact number; the store creates a customer profile automatically for future follow-up.
• Add products and choose specific variations like sizes or colors with a few taps.

Step 3 — Record payment and delivery terms

Choose how the sale is completed:

• Apply a custom discount or promotional coupon code if agreed during the phone call.
• Mark the payment method: cash received, payment via card terminal, or pending bank transfer.
• Choose whether the order will be picked up at your store or dispatched for local delivery.

Step 4 — Benefit from unified inventory and automated alerts

Once saved, a manual order behaves just like any online purchase:

• Inventory levels deduct automatically, ensuring an item sold over the counter cannot be accidentally purchased online.
• The customer receives an automated confirmation message via WhatsApp or SMS with their receipt and tracking information.
• Total sales show up on your main revenue dashboard alongside your online transactions.

Frequently asked questions

Next step

Next week: discover how to create promotional discount codes and coupons with spending limits that protect your profit margins.