Say Goodbye to Chaos: Track Orders and Manage Deliveries Easily

Running a shop can be a magical experience. The excitement of creating beautiful arrangements and serving customers is rewarding. But, let's be honest, the joy fades a bit when your order tracking system involves a clutter of sticky notes, chaotic group chats, and a vague recollection of what Mrs. Schmidt actually ordered. Sound familiar? Don’t worry, we’ve all been there.

Thankfully, Notion is here to save both your business and your sanity. With Notion, you can effortlessly track orders, manage your customer database, and stay on top of deliveries - all in one streamlined and organized space.

Before We Begin...

In this article, you’ll find detailed steps on how to set up your own order tracking database in Notion from scratch. If you’re short on time or prefer a quicker solution, BloomBytes has a pre-built Notion template with a step-by-step tutorial ready for you! (Because sometimes, we all want things to work without extra effort.) Now, let’s dive into the steps!

Step 1: Create an Order Tracking Database

Notion offers a powerful way to create dynamic databases that are far more advanced than the old-fashioned spreadsheets. Here’s how to get started:

• Open Notion and click "New Page."

• Select “Database” → “Table” (because lists are life, right?).

• Name your database “Order Tracker” (or get creative with something like “Where Are My Bouquets?” - the choice is yours).

Now, you’ve got a fresh, blank table to start organizing your orders.

Step 2: Add Important Order Details

Your database should have columns that help you stay organized. Below are the essential ones for florists and plant shop owners:

• Order Number: This helps prevent any mix-ups, especially when two customers both want "pastel wildflower vibes."

• Customer Name: Because remembering your customers’ names is key to building relationships and repeat business.

• Order Details: List all the flowers, plants, or products that were ordered. This is where you capture the juicy details!

• Delivery/Pickup Date: So you don’t accidentally send a wedding bouquet a week late. (Trust me, it happens.)

• Order Status: Use simple labels like "Processing," "Ready," or "Delivered" to quickly track the status of each order.

• Total Price & Payment Status: Keep track of whether payments are pending or completed. This way, you won’t forget that Mrs. Schmidt still owes for her bouquet.

• Notes: This section is for any extra details, like "Prefers roses but allergic to lilies." These little things matter!

Step 3: Add Views for Easier Management

Notion allows you to see your order data in different ways, which makes managing everything much more efficient. Here are the views you should consider:

• Table View: This is your main overview, perfect for managing your orders like a pro.

• Kanban Board: Drag-and-drop orders between columns (e.g., "In Progress" → "Completed"). It's visual and fun!

• Calendar View: This view helps you see upcoming deliveries and avoid last-minute panic when it’s time to make deliveries.

To switch between views:

• Click "Add View"

• Choose between Board, List, or Calendar

• Enjoy feeling like an organizational genius while staying on top of your tasks.

Step 4: Automate Updates (Less Work for You!)

Notion allows you to link databases and add buttons for quick updates. This feature saves you time and effort. For example:

• Add a "Mark as Delivered" button to move orders to "Completed" with just one click.

• Connect your Customer Database to track past orders and see customer history with ease.

Step 5: Share with Your Team (Without Chaos)

If you have a team, it’s essential that everyone has access to your Notion Order Tracker. By doing so, you’ll ensure that everyone is on the same page, minimizing confusion and improving productivity.

• Assign orders to specific employees.

• Add delivery instructions to each order.

• Avoid the dreaded “Wait, who was supposed to handle this?” moment.

To give team members access, simply click "Share," invite your team, and set the appropriate permissions to prevent accidental deletions.

Final Thoughts: A Stress-Free Flower Business

With Notion, you can track every order, avoid mix-ups, and keep your customers happy - all without drowning in paper or WhatsApp messages. So, go ahead and set up your Notion Order Tracker. You’ll spend more time creating stunning bouquets and less time searching for lost orders. Your future self will thank you!

✨ Want a ready-made Notion Order Tracker? Check out BloomBytes’ pre-built template + tutorial and get started in minutes. It's Free!