CRM & Business Management
WhatsApp order management: from a chat message to a confirmed order
In many businesses the order book is, in practice, a WhatsApp chat. Orders arrive as messages, photos, PDFs and Excel sheets, and someone types them into the real system later. We built a CRM that reads them in.
Orders that arrive as messages
Client conversations appear in the CRM, each matched to the client’s account. When an order request arrives, including one sent as the client’s own document, it is read into a queue of orders to review.
The draft that results is honest about where it came from. It is marked as read from the client’s document, and as not yet priced or agreed, until a person confirms it.
The conversation and the order, side by side
Beside each conversation sits that client’s open orders with their status: needs review, quotation sent, dispatched, in transit. A salesperson answering a message sees what the message is about without opening a second system.
- Conversations awaiting a reply are counted
- Open orders shown next to the chat
- Dispatch updates in the same thread
A person still decides
Nothing becomes an order because a machine read a message. The queue exists so a person can check the lines, fix what was misread and confirm. That is faster and far less error-prone than retyping, and it keeps the judgement where it belongs.
Questions
Common questions
Does this replace WhatsApp for our clients?
No. Clients carry on messaging exactly as they do today. The change is on your side, where the message lands in a system instead of a phone.
What if the order is a photo or an Excel sheet?
Attached documents are part of what gets read. Anything that cannot be read reliably is left for a person, not guessed at.
Can this work for a business outside jewellery?
Yes. The pattern is the same wherever orders arrive by message: capture, read, review, confirm. The order lines and rules are built around your products.
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