Special Orders
Track individual items ordered from vendors on behalf of customers through a clear stage-based workflow.
Special Orders handle items you need to order from a vendor on behalf of a customer — a special-size coat, a specific shirt, a custom garment. Each item moves through a clear set of stages so your entire team always knows what's been ordered, what's arrived, and what's ready.
When to Use Special Orders
Use Special Orders for:
- • Items ordered from a vendor for a specific customer
- • Special sizes not stocked in-store
- • Custom or made-to-order garments
- • Accessories ordered in for a wedding
Not for:
- • In-house alterations (use Tailoring Orders)
- • Garments from your rental inventory (use Rental Orders)
- • General stock replenishment orders
Creating a Special Order
- 1 From the sidebar, go to Orders and click Add Special Order.
- 2 Search for or create the Customer.
- 3 Set the Needed By date — when the customer needs the item.
- 4 Click Create Order. Add items on the Order Overview.
Adding Items to a Special Order
- 1 Click Add Item.
- 2 Enter a description of the item (e.g., "46L Black Peak Lapel Suit Jacket — Brand XYZ").
- 3 Add any additional notes for the vendor or for your staff.
- 4 Each item starts in the Needs to be Ordered stage.
Stage-Based Tracking
Each item in a special order moves through four stages:
Needs to be Ordered
The item has been logged but not yet placed with a vendor. A consolidated view of all items in this stage helps with vendor ordering runs.
Ordered
The item has been ordered from the vendor. Set a PO number or expected arrival date in the notes.
Received
The item has arrived at the store. May need inspection or any required alterations before being ready.
Ready for Pickup
The item is ready and waiting for the customer to collect. An SMS notification can be sent from this view.
Ordering Summary View
The Special Orders list has a Needs to be Ordered filter that shows all pending items across all orders. This makes it easy to batch your vendor orders — you can see everything that needs to go to a vendor in one view.
Notifying Customers
When an item reaches Ready for Pickup, you can send an SMS notification directly from the order. If your store has SMS enabled, click Notify Customer to send a ready message.