Efficient selling is not just about having good products and potential customers. For retailers, online shop owners, and current businesses, managing the entire process from procurement, inventory management, order creation to invoice issuance is a major challenge. Especially when you sell on multiple channels like Shopee, TikTok Shop, Lazada, Facebook, or your own website, inventory control and order processing become even more complex.

GTG CRM is designed to comprehensively solve these issues. The system offers three main feature clusters including Sales, Inventory Management, and Accounting, helping you optimize your entire business process. From creating warehouses, managing products, creating professional sales images, automatically receiving orders from multiple channels, processing orders to issuing invoices, everything is consolidated on a single platform. This not only saves you time but also minimizes errors.

This article will guide you step-by-step to start selling on GTG CRM, from initial setup to effective order management.

Step 1: Create Warehouse

Before you start selling, you need a place to store your products. A warehouse in GTG CRM is not only a place to manage inventory but also the pickup point for shippers to collect goods for customers. A shop can have multiple warehouses depending on your business scale.

To create a new warehouse, go to the Inventory Management menu on the left-hand menu bar, then click the Create New button.

Inventory Management Menu

You need to fill in the following information:

  • Warehouse Name: Give a memorable name that accurately reflects the product type or location. For example: "Clothing Warehouse", "Accessory Warehouse", or "Hanoi Branch Warehouse".
  • Warehouse Code: The system can auto-generate this or you can set your own code for easy management.
  • Status: Select "Active" for the warehouse to be usable immediately.
  • Contact Person: Enter the name of the warehouse staff or the person in charge of this warehouse.
  • Phone Number: This is mandatory for the shipper to contact when picking up goods.
  • Email: Not mandatory but recommended for receiving notifications.
  • Warehouse Address: This is extremely important information. You need to enter the exact address, city, district/town, and postal code as this is where the shipper will pick up the goods.
Warehouse Creation Form

After filling in all the information, click Save. You now have your first warehouse in the system. You can create more warehouses if you operate in multiple locations or categorize products into separate warehouses.

Learn more: Easier Inventory Management with GTG CRM Features

Step 2: Create Product

After having a warehouse, the next step is to add products to the system. Go to Product Hub from the left-hand menu, then click Create New.

Product Hub

When creating a product, pay attention to the following information:

  • Product Name: Use a clear, easy-to-understand name. For example: "Mickey Pants", "Men's Round Neck T-shirt", "Floral Maxi Dress".
  • SKU (Stock Keeping Unit): This is a unique identifier for the product and is crucial. SKU helps the system identify the same product across different sales channels. If you sell the same product on Shopee, TikTok Shop, Lazada, Facebook, and your website, ensure the SKU is the same across all channels for the system to automatically sync inventory.
  • Product Type: Select the appropriate product type from the available list.
Product Creation Form with SKU

After filling in all the product description, selling price, images, and inventory information, click Save to complete.

Step 3: Create Professional Sales Images

One of GTG CRM's standout features is its ability to create professional sales images based on existing templates. Instead of hiring a designer or editing each image yourself, you can use this tool to create a batch of attractive sales images in just a few minutes.

Steps:

  1. Go to the product page you want to create sales images for
  2. Select the "Create Sales Image" or "Marketing" feature
  3. Choose a template that suits your product's style
  4. Upload product image - the system will automatically integrate it into the template
  5. Customize information: product name, price, promotions, slogan
  6. Preview and download the finished image

Step 4: Procurement and Supplier Management

To have goods in stock, you need to procure them from suppliers. Create supplier information in the system to professionally manage your sourcing.

  1. Go to the Suppliers section in the Inventory Management menu
  2. Click Create New and fill in supplier information: name, phone number, address, email, and payment terms
  3. Create a Goods Receipt Note with information: receiving warehouse, supplier, product, quantity, and purchase price
  4. Confirm the Goods Receipt Note - the quantity will be automatically updated in the warehouse inventory

Step 5: Connect Sales Channels

One of GTG CRM's strengths is its ability to automatically receive orders from various sales channels.

Supported Channels:

  • Own Website: Direct integration for automatic order reception
  • Facebook: Automatic order creation from Messenger or comments
  • Shopee: Two-way order synchronization
  • TikTok Shop: Centralized order reception and processing
  • Lazada: Automatic order synchronization

Connection Method:

  1. Go to Settings → Sales Channels
  2. Select the channel you want to connect
  3. Authorize GTG CRM
  4. Wait for successful connection confirmation

Learn more: Multi-channel Order Management with GTG CRM Features

Step 6: Create Orders

Manual Order Creation

When a customer places an order via phone or unsupported channels:

  1. Go to Sales → Create New Order
  2. Fill in customer information, select product, shipping warehouse, shipping method
  3. Click Save - the order will be in "On Hold" status
Newly Created Order

Automatic Order Reception

Once sales channels are connected, orders automatically appear in the system with clear sources: Shopee, TikTok Shop, Lazada, Facebook, Website.

Note:

  • Sellers must proactively change the order status to "pending" for synchronization with GTG CRM
  • Link warehouses and products between platforms and GTG CRM for the system to record accurate inventory

Step 7: Process Orders and Shipments

After confirming the order with the customer, you need to change the order status for the system to automatically create a delivery order.

  1. Go to Sales Orders, confirm the order → the system automatically creates a Delivery Order
Automatic Delivery Order
  1. Check Delivery Order details: shipping warehouse, product, quantity, delivery address
  2. Prepare goods according to the Delivery Order
  3. Click Confirm Shipment when the shipper arrives to pick up the goods
Confirm Shipment
  1. After confirmation, the warehouse automatically deducts sold products
  2. When the customer receives the goods, change the order status to "Completed"

Step 8: Issue Invoices

GTG CRM supports electronic invoice issuance to comply with legal regulations on tax declaration:

  1. Go to the Electronic Invoices section
  2. Select completed orders to create invoices
  3. The system may automatically create invoices or you can create them manually
  4. Check information and issue

Note: For authorized platforms that issue invoices, you do not need to do this step.

Learn more: GTG CRM Helps Manage and Issue Invoices Automatically

Benefits of Using GTG CRM

  • Centralized Management: Warehouse, products, orders, and invoices on a single platform
  • Automatic Order Reception: Synchronized from Shopee, TikTok Shop, Lazada, Facebook, website
  • Create Professional Sales Images: Based on existing templates, no designer needed
  • Process Automation: From delivery order creation to inventory updates
  • Effective Inventory Control: Instant updates upon receiving/shipping goods
  • Minimize Errors: Eliminate manual data entry mistakes
  • Multi-channel Selling Support: Centralized management of all orders

Important Notes

  • SKU Consistency: Ensure SKUs are the same across all channels for accurate inventory synchronization
  • Accurate Warehouse Address: Shippers rely on this address for goods pickup
  • Full Channel Connection: Maximize automatic order reception features
  • Check Automatic Orders: Still advisable to check information before processing

Conclusion

GTG CRM is a comprehensive solution for retailers, online shop owners, and businesses who want to professionally manage their entire process from procurement to order fulfillment. With powerful automation features, you can focus on selling and growing your business instead of wasting time on complex administrative tasks.