Customer Order Handling Workflow
Manage customer orders from inquiry through quotation and purchase order
Objective
Efficiently process customer orders with proper quotation generation and documentation
Participants (3 roles)
Input
Customer order inquiry or request
Output
Confirmed purchase order with approved quotation
Process Flow
flowchart LR
node0["Receive Customer Orders"]
node1["Prepare Quotation"]
node2["Send Quotation & Coordination"]
node3["Print out Quotation/PO"]
node0 --> node1
node1 --> node2
node2 --> node3
classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px
Performance Metrics
1-3 days
Avg. Completion Time
50-100 orders
monthlyVolume
60-70%
quotationAcceptanceRate
$5,000-$25,000
averageOrderValue
Stages Overview
| PROPERTIES | STAGE 1
Receive Customer Orders | STAGE 2
Prepare Quotation | STAGE 3
Send Quotation & Coordination | STAGE 4
Print out Quotation/PO |
|---|---|---|---|---|
| Stage Owners | Sales Representative | Sales Representative | Sales Representative | Administrative Staff |
| Stage Workers | Sales Manager | Sales Manager | Sales Manager | Sales Representative |
| Duration | 1-2 hours | 2-4 hours | 1-2 days | 30 minutes |
| Output Fields | •
Customer Name* •
Order Type* •
Initial Requirements* | •
Quotation File* •
Total Quote Value* •
Validity Period* | •
Purchase Order •
Customer Response* •
Follow-up Notes | •
Hard Copies Filed* •
Document Reference Number* |
| To-dos | • Gather complete order details from customer • Verify product availability and specifications | • Calculate pricing and terms • Create detailed quotation document | • Send quotation to customer • Follow up for feedback and purchase order | • Print quotation and purchase order • File documents for record keeping |
Automation Rules
Automation 1: Custom Automation
If stage_overdue, Then send notification to Sales Manager with message: "Quotation pending customer response for 3 days. Follow-up required."
Automation 2: Field Value Alert
If Total Quote Value greater_than, Then send notification to Sales Manager with message: "High-value quotation requires manager approval"
Workflow Summary
Total Stages
4
Total To-dos
8
Output Fields
11
Automations
2