Review, Build & Send an Order

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Order workflow · Guide 6 of 8

Review, build and send an order

Turn verified product data into a controlled order, choose the correct supplier and complete one final check before the email is sent.

About 7 minutes Real order workflow
Build Order mode with selected products, quantities, supplier and optional note in Order Helper
Products in the order draft before the final supplier check · Select the image to enlarge

The control point

Check first. Build second. Send only when ready.

The review workspace sits between imported supplier data and a real business email. It gives your team a final opportunity to correct the order before the supplier receives it.

Review the source dataConfirm that the intended products and commercial information are available.
Control the order draftSelect only the required items and set each quantity deliberately.
Protect the supplier relationshipCheck the recipient and message before a real order email leaves the system.

Manage mode

Review the product workspace before building

Start in Manage mode. Compare the import result with the supplier source and correct anything that should not enter the order workflow.

Order Helper Manage mode showing imported products and supplier records
Manage mode shows imported product information alongside the supplier records used later in the order.
Check Import Status and the number of products in the workspace.
Confirm product names, identifiers, categories and prices.
Correct incomplete or unsuitable product information before continuing.
Remove any product that should not be available for this order.
Use Save All after making changes that must be retained.
Select Build Order only when the workspace is ready.

Build Order mode

Create the order draft in five controlled steps

The draft remains editable until you select Send Order. Use this stage to confirm the contents, quantities and supplier.

1

Find the required products

Use product search and the category filter to narrow the workspace to the items you need.

2

Add products to the order draft

Select each intended item. Use Only Selected when you want to review the products already added.

3

Set and verify the quantities

Enter the required quantity for every order line. Remove an incorrect item or use Clear All if the draft must be rebuilt.

4

Choose the correct supplier

Select the intended supplier record and confirm that the displayed email address is the correct order contact.

5

Add an optional supplier note

Include only information the supplier should receive, such as a delivery instruction or a short order reference. Keep internal comments in Supplier CRM notes.

Draft decision

Not ready to send? Keep it as a draft.

A prepared draft and a sent order are not the same. Choose the action that matches the real status of the work.

Save for Later

Use this when information still needs confirmation or another team member must review the order. Saving does not send the order to the supplier.

Send Order

Use this only after the final checklist is complete. The selected supplier can then receive and act on the real order email.

Workflow progress

Step 4 completes the ordering journey

The green stages show that supplier setup, catalogue scanning and product review have been completed before Build & Send Order becomes the active step.

Order Helper four-step workflow with the first three stages completed and Build and Send Order active

The completed steps give the user a clear visual checkpoint before the final business action.

Final control

Complete this check before selecting Send Order

Pause for a short final review. A few seconds here can prevent an incorrect quantity, recipient or instruction from reaching the supplier.

Final five-point checklist

  • The order contains only the intended products.
  • Every quantity is correct and commercially sensible.
  • The correct supplier has been selected.
  • The supplier email address is complete and accurate.
  • The optional note contains only information intended for the supplier.

After sending

Wait for confirmation and keep the Order ID

Do not close the page immediately after selecting Send Order. Wait for the system result and retain the Order ID so the order can be followed through Supplier CRM.

Confirm the resultWait until Order Helper reports whether the order was accepted for delivery.
Keep the Order IDUse it when reviewing status, supplier replies or a support request.
Continue in Supplier CRMFollow order activity and supplier communication from the structured supplier record.
Supplier cannot be selectedReturn to the supplier records and confirm that the supplier exists and has a valid email address.
Order draft looks wrongDo not send it. Correct the products or quantities, or clear the draft and rebuild it.
No confirmation appearsAvoid repeated clicks. Check the connection and order activity before attempting another send.
You suspect a duplicate sendReview the Order ID and supplier activity in Supplier CRM before using Send Order or Send again.

Ready to prepare the order?

Open Order Helper and complete the review before sending. For help with a sent order, email support@aibuildhubs.com and include the Order ID.

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