Sample data
Auto-pilot · last 7 days, Tue 3 Nov to Mon 9 Nov

Automations

Each rule is a WHEN and a THEN in plain English. Up to three automations, chosen with you; the other 15 rules are built into the order flow. In the last 7 days they read 132 orders, priced and checked 417 lines and posted 167 invoices to Xero, about 77 h 46 min of work nobody had to do.

What they did today
Up to three, chosen with you. These are our suggestion
Low stock reorder suggestion
On
When A blank falls under its reorder point (sales over a week plus next-day delivery). Then suggest a purchase order sized to two weeks of sales and ask for an OK.
6POs drafted, last 7 days
Today 09:30 · PO-3333 to Midlands Garment Distributor: 550 garments, £2,926. Waiting for your OK
Fri 14:45 · PO-3327 to Trade Blanks Direct: 140 garments, £987. Received, due Mon 9 Nov
Artwork approval stuck 48 h
On
When an artwork proof has waited 48 hours for the customer’s OK. Then remind the customer and tell Hannah, so the order does not stall.
1artwork reminder sent, last 7 days
Today 09:00 · Artwork proof for a new logo waited 48 hours: the customer was reminded and Hannah was told
Daily dispatch summary to the customer
On
When DPD collects at 16:30. Then email each customer what left today, with DPD tracking links.
87dispatch summaries sent, last 7 days
Fri 16:35 · Harbourline Hospitality Group: 6 parcels collected by DPD, tracking links emailed
Fri 16:35 · Brookline Construction: 5 parcels collected by DPD, tracking links emailed
Built into the order flow15 rules every order passes, 77 h 46 min handed back in the last 7 days
Between the order inbox and Xero, last 7 days
Every order passes these rules in turn. Nobody re-types it on the way. Tap a rule to see what it did; switch it off below and its box goes grey.
77 h 46 min
handed back in the last 7 days, from 1,986 runs
1Landswebsite, portal, customer file, email, phone
Website orders in by themselves37 website orders infrom Shopify, nobody typed themOff: back to a personRead every email and customer file once132 orders read259 lines, none typedOff: back to a personDuplicate catch1 duplicate caughtentered onceOff: back to a personUnsure reads go to a person2 unsure readsheld for a person, nothing guessedOff: back to a personArtwork approval stuck 48 h1 artwork reminder sentproof waiting 48 hours for the customer’s OKOff: back to a person
2Priced and checkedas each line lands
Contract Master prices417 lines priced351 contract, 66 band, 0 promotionOff: back to a personMargin floor2 old prices stopped417 lines checked against the 26% GP floorOff: back to a personStock check by size417 lines checked25 short, each handled by the account's ruleOff: back to a personCredit check219 orders credit-checked2 held, none lostOff: back to a person
3Out the doorpicking, DPD, customers
Book tomorrow’s DPD deliveries102 orders booked with DPD28 parcels booked for today's 16:30 collection so farOff: back to a personRelease pick slips17 pick slips releasedone slip per order when its lots are done, sorted by locationOff: back to a personDaily dispatch summary to the customer87 dispatch summaries senteach with its DPD tracking linksOff: back to a personPortal confirmations and allowances48 portal confirmationseach with a tracking linkOff: back to a person
4Money and stockXero, payments, buying
Invoices to Xero167 invoices sent to Xero£29,076 inc VAT, nothing re-keyedOff: back to a personMatch remittances76 payments matched£42,511 marked paid here and in XeroOff: back to a personChase overdue invoices3 reminders and statementsHannah gets the calls at 21 daysOff: back to a personLow stock reorder suggestion6 POs drafted6 lines under the reorder point nowOff: back to a personBack-orders first0 runs yet24 back-ordered lines wait for PO-3330Off: back to a person
On
WhenThen
Read every email and customer file once
A-01OrdersBuilt into the order flow
WhenAn email or a CSV lands in the order inbox
ThenRead each line, match it to a Contract Master line or product with sizes (their codes or their words), and put the order on the board
21last 10:31
132orders read
17 h 36 min
Unsure reads go to a person
A-02OrdersBuilt into the order flow
WhenA line is read with less than 90% confidence or matches two lines
ThenHold just that line, show the person the original next to the guess
2last 10:31
2unsure reads
8 min
Contract Master prices
A-03PricingBuilt into the order flow
WhenA line is entered or read
ThenPrice it from that customer’s Contract Master, or at their band for a plain garment
72last 10:31
417lines priced
3 h 29 min
Margin floor
A-04PricingBuilt into the order flow
WhenA plain line would sell under the 26% GP floor
ThenStop the price, use the account’s rate, and note the price it carried
72last 09:12
2old prices stopped
1 h 23 min
Stock check by size
A-05StockBuilt into the order flow
WhenA line is priced
ThenKeep the garments for this order size by size; if short, follow the account’s rule: part-ship and back-order, or ring them first
72last 10:31
417lines checked
3 h 29 min
Credit check
A-06CreditBuilt into the order flow
WhenAn order is priced
ThenHold it (not lose it) if it takes the account over its limit or the account is on stop; give Hannah the task
40last 10:31
219orders credit-checked
7 h 18 min
Duplicate catch
A-07OrdersBuilt into the order flow
WhenThe same order arrives twice
ThenLink the copy to the first order and enter nothing twice
1last 07:44
1duplicate caught
10 min
Book tomorrow’s DPD deliveries
A-08DeliveryBuilt into the order flow
WhenAn order is ready to go
ThenBook it on today’s 16:30 DPD collection for next-day delivery and print the label, until the 15:00 cut-off
54last 10:31
102orders booked with DPD
3 h 24 min
Release pick slips
A-09WarehouseBuilt into the order flow
WhenAn order is confirmed for tomorrow and its production lots are done
ThenOne slip per order when its lots are done, with the size grid, sorted by location
13last 09:30
17pick slips released
5 h 40 min
Low stock reorder suggestion
A-10BuyingOur suggestion, chosen with you
WhenA blank falls under its reorder point (sales over a week plus next-day delivery)
ThenSuggest a purchase order sized to two weeks of sales and ask for an OK
1last 09:30
6POs drafted
2 h
Invoices to Xero
A-11MoneyBuilt into the order flow
WhenIt is 18:00
ThenSend every delivered order to Xero as an invoice, at the prices on the order
0Fri 18:00
167invoices sent to Xero
4 h
Chase overdue invoices
A-12MoneyBuilt into the order flow
WhenAn invoice is 7, 14 or 45 days overdue
ThenEmail a reminder, a statement or a final letter; give Hannah a call at 21 days
0last 07:00
3reminders and statements
15 min
Match remittances
A-13MoneyBuilt into the order flow
WhenA remittance email arrives
ThenMatch the payment to its invoices and mark them paid in Xero
1last 08:05
76payments matched
15 h 12 min
Daily dispatch summary to the customer
A-14DeliveryOur suggestion, chosen with you
WhenDPD collects at 16:30
ThenEmail each customer what left today, with DPD tracking links
0Fri 16:35
87dispatch summaries sent
8 h 42 min
Portal confirmations and allowances
A-15PortalBuilt into the order flow
WhenA portal order is placed
ThenCheck it against the employee’s allowance; inside it, confirm; over it, route it to their approver
7last 10:36
48portal confirmations
2 h 24 min
Back-orders first
A-16StockBuilt into the order flow
WhenGarments are booked in
ThenFill back-ordered lines before anything else and tell each customer
0Waiting for PO-3330
0runs yet
0 min
Artwork approval stuck 48 h
A-17OrdersOur suggestion, chosen with you
WhenAn artwork proof has waited 48 hours for the customer’s OK
ThenRemind the customer and tell Hannah, so the order does not stall
1last 09:00
1artwork reminder sent
8 min
Website orders in by themselves
A-18OrdersBuilt into the order flow
WhenA Shopify order is paid on cwear.co.uk
ThenPut it on the board with its sizes and colours; nobody types it
6last 10:38
37website orders in
2 h 28 min