In the online sales business, a professional order processing workflow is a decisive factor in the success of an enterprise. GTG CRM provides a comprehensive order processing workflow, from order reception, inventory management, shipping, to invoicing and customer care – all integrated into a single system.

With GTG CRM, you not only manage orders but also connect with major e-commerce platforms like Shopee, Lazada, TikTok Shop, automatically synchronize products and inventory, create shipping orders quickly, and issue valid electronic invoices. This is a comprehensive solution that helps businesses operate efficiently, enhance customer experience, and achieve sustainable growth.

Key Features

  • Automatic Consultation and Order Closing: AI Chatbot supports answering and closing customer orders 24/7, reducing workload for staff
  • Centralized Order Management: All orders from websites, e-commerce platforms, and other channels are managed in a single system
  • Multi-Channel Sales Integration: Integrates Shopee, Lazada, TikTok Shop, and synchronizes products and orders in both directions
  • Smart Inventory Management: Real-time inventory tracking, automatic updates when orders are placed, supports multiple warehouses
  • Shipping Carrier Integration: Create shipping orders directly with carriers such as Giao Hàng Nhanh, Viettel Post, supports COD
  • Electronic Invoice Issuance: Links with S-Invoice (Viettel) and MISA to issue valid VAT invoices
  • Order Status Tracking: Clearly updates status from New → Processing → Completed

Standard Order Processing Workflow

Step 1: Product and Inventory Preparation

Create and Manage Warehouses

First, you need to set up warehouses in the system under Inventory Management → Warehouses.

GTG CRM Inventory Management
  • Create warehouses with information: Warehouse name, warehouse code, address, person in charge
  • Supports multiple warehouses: Main warehouse, sub-warehouse, branch warehouse
  • Track inventory separately for each warehouse

Create Products in the System

Go to Sales → Product Management to create new products.

GTG CRM Product Management

Information to enter:

  • Product name, SKU, category, brand
  • Product images and videos
  • Variations: Colors, sizes (up to 3 attributes)
  • Original price, VAT, selling price (system automatically calculates profit)
  • Detailed description and technical specifications
  • Initial stock quantity
GTG CRM Product Details

Connect and Sync with E-commerce Platforms

Go to Sales → Integrations to connect with e-commerce platforms.

GTG CRM E-commerce Platform Integration

Connection Steps:

  1. Select the platform to connect: Shopee / Lazada / TikTok Shop
  2. Authenticate your shop account
  3. Two-way product synchronization:
    • Pull from: Get products from the platform into GTG CRM
    • Push to: Send products from GTG CRM to the platform

Benefits:

  • Centralized management of all products
  • Automatic inventory synchronization across channels
  • Saves time on manual updates

Step 2: Order Reception

Receive Orders from Multiple Channels

Orders can come from:

  • Your website (integrated with GTG CRM)
  • Shopee, Lazada, TikTok Shop (automatically synchronized)
  • Manual orders (customers place via phone, Facebook...)

Step 3: Order Processing and Preparation

Review and edit the order (if necessary)

GTG CRM Order Processing
  • Buyer's information
  • Delivery address
  • Add/remove products
  • Product quantity

Check Inventory

The system automatically checks the stock quantity:

  • ✅ Sufficient stock → Proceed with packaging
  • ❌ Insufficient stock → Need to order from suppliers

Inventory Replenishment Process (if needed):

Go to Suppliers → Select supplier → Create Purchase Order

GTG CRM Purchase Order
  • Select products to order
  • Enter quantity, unit price
  • Confirm purchase order
  • When goods arrive, create an Inventory Receipt
  • Inventory is automatically updated

Step 4: Create Shipping Orders

After packaging the goods, create shipping orders directly from the order.

GTG CRM Create Shipping Order

Required Information:

1. Select Shipping Service:

  • Giao hàng nhanh
  • Giao hàng tiết kiệm
Select Shipping Service

2. Cash on Delivery (COD) Amount:

  • Enter the amount to be collected from the customer
  • Include product cost and shipping fee (if paid by customer)

3. Package Information:

  • Weight (kg)
  • Dimensions (length x width x height)
  • Who pays for shipping (seller/buyer)

4. Confirm Order Creation:

  • The system automatically retrieves information from the order
  • Send request to the shipping carrier
  • Receive tracking number

After successful shipping order creation:

  • Print shipping labels and attach them to packages
  • Hand over to the shipping carrier

Step 5: Issue Electronic Invoices

For corporate clients or those requiring VAT invoices, you can issue electronic invoices directly from the order or allow the system to automatically issue them.

Issue Electronic Invoice

Invoice Issuance Steps:

  1. Select Invoice Provider: S-Invoice (Viettel) or MISA
  2. Select Invoice Template: VAT Invoice or Sales Invoice
  3. Fill in Information: Buyer's information (company name, tax code, address), Products and quantities (automatically retrieved from the order), VAT rate, Payment method
  4. Preview PDF:
Preview PDF Invoice
  1. Issue Invoice: The system sends a request to the provider, the invoice is issued with a tax code, download and send to the customer

Step 6: Order Tracking and Completion

Shipment Tracking

  • Update tracking status from the shipping carrier
  • Notify customers about delivery progress
  • Handle special cases (failed delivery, delays...)

Order Completion

When the customer has successfully received the order:

  • Update order status to Completed
  • Confirm receipt of payment (for COD orders)
  • Record information in transaction history
Order Completion

Handling Problematic Orders

In case of customer returns/exchanges:

  1. Create a Replacement Invoice (if an invoice has been issued) - Adjust quantity, value - The system automatically generates a replacement invoice after activation
  2. Update inventory - Re-enter returned goods into stock (if in good condition) - Record damaged goods (if any)
  3. Refund the customer (if necessary)

Benefits of the Standard Workflow

For Businesses

  • Centralized Management: All orders, products, and inventory in one system
  • Time Saving: Automates many stages (product synchronization, order creation, invoice issuance)
  • Reduced Errors: Information automatically synchronized, minimizing manual data entry
  • Inventory Control: Real-time updates, avoids overselling
  • Legal Compliance: Valid and complete electronic invoices

For Staff

  • User-Friendly Interface: Easy to use, no complex training required
  • Clear Workflow: Step-by-step guidance
  • Full Integration: No need to switch between multiple applications
  • Efficient Work: Handle multiple orders simultaneously

For Customers

  • Fast Response: AI Chatbot support 24/7
  • Timely Delivery: Quick processing workflow
  • Accurate Information: Orders and shipments are continuously updated
  • Professional Invoices: Valid and complete electronic invoices

Important Notes

Regarding E-commerce Platform Integration:

  • Requires a verified shop account on Shopee/Lazada/TikTok Shop
  • Product synchronization should be done during off-peak hours to avoid data conflicts

Regarding Inventory Management:

  • Update inventory frequently to ensure accuracy
  • Conduct regular inventory counts (monthly/quarterly) to reconcile with the system

Regarding Invoice Issuance:

  • Only issue invoices when requested by the customer or for high-value orders
  • Carefully check Tax Identification Number (MST) and address information before issuing
  • Replacement invoices should only be used when necessary (returns, errors)

Regarding Shipping:

  • Package carefully to avoid damage during transit
  • Choose a shipping service appropriate for the order value and customer requirements

Conclusion

The standard order processing workflow of GTG CRM helps online businesses operate professionally, efficiently, and systematically. From product management, multi-channel integration, order processing, shipping, to invoice issuance and customer care – everything is seamlessly integrated into a single platform.

By adopting this workflow, you will:

  • Increase order processing speed
  • Gain better control over business operations
  • Optimize operating costs
  • Enhance customer experience
  • Develop your business sustainably

Start using GTG CRM today to experience a professional sales workflow!

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