In the era of omnichannel sales, a question always asked by shop owners is: How to manage hundreds of orders from Facebook, Website, Shopee, Lazada, TikTok Shop without getting disorganized? How to ensure no orders are missed, no wrong items are delivered, and most importantly, how to save time on order processing instead of manually entering each order?
In reality, many shop owners have to open 5-6 browser tabs simultaneously, constantly switching between platforms to check for new orders. Whenever an order comes from Facebook Messenger, they have to copy customer information, address, product, and then enter it into the system. When an order comes from Shopee, they have to go to the platform, download it, and then re-enter it into the management software. This manual process is not only time-consuming but also prone to errors, seriously affecting customer experience and shop reputation.
GTG CRM understands this pain point and has developed an intelligent automatic order creation system, helping you focus on business development instead of wasting time on manual order processing.
Automatic Order Creation System from All Channels
GTG CRM integrates all the most popular sales channels today, allowing for automatic synchronization of all orders to a single platform.
1. Facebook/Zalo and Website with AI Chatbot
When customers message to order via Facebook Messenger or chat on the website, GTG CRM's AI Chatbot will automatically identify their needs, ask for delivery information, and create an order immediately. You don't need to sit and reply to every message, nor do you need to copy-paste customer information anymore. The system handles everything, from product consultation to order confirmation.
2. Automatic Synchronization from E-commerce Platforms
GTG CRM connects directly with Shopee, Lazada, and TikTok Shop. Whenever there's a new order on these platforms, the system automatically pulls it in and creates an order in GTG CRM. Customer information, products, and delivery addresses are synchronized 100% accurately, without you having to do any additional operations.
Especially, when you sell the same product on multiple platforms, GTG CRM automatically identifies it through SKU codes and updates unified inventory. This prevents overselling or confusion between channels.
Automated Process from Order to Warehouse Dispatch
After orders are created automatically, GTG CRM continues to support you throughout the entire order processing workflow.
Step 1: Orders Automatically Appear in the System
As soon as a customer places an order from any channel, it will appear in the list with the status "Pending Confirmation". You just need to check and confirm the order is valid.
Step 2: Automatic Creation of Dispatch Notes
When you change the order status to "Pending Pickup", GTG CRM automatically creates a corresponding dispatch note. Warehouse staff only need to go to the Inventory Management section, view the dispatch note, and prepare the goods. No need to print separate orders, no need for manual record-keeping.
Step 3: Warehouse Dispatch Confirmation and Automatic Invoice Generation
After the warehouse staff has finished preparing the goods, they just need to click "Confirm Dispatch" in the system. Immediately, GTG CRM will automatically generate an electronic invoice in accordance with the regulations of the General Department of Taxation. Invoices can be configured to create drafts or be issued immediately, depending on your needs.
Outstanding Benefits of Using Automatic Order Creation Feature
Save up to 80% of Order Processing Time
Instead of taking 3-5 minutes to manually enter an order, orders now appear automatically in the system within seconds. For 100 orders per day, you save precious hours to focus on customer care and product development.
Minimize Errors to the Maximum Extent
When manually entering orders, the rate of confusion regarding addresses, phone numbers, and products is unavoidable. The automatic system synchronizes information directly from the source, ensuring absolute accuracy. This significantly reduces misdeliveries, wrong addresses, and customer complaints.
Centralized Management, Comprehensive Control
All orders from every channel are concentrated on a single platform. You can easily track the status of each order, view sales reports by channel, by product, by time. No more need to open multiple tabs, multiple software to check orders.
Ensure Compliance with Electronic Invoice Laws
With the new regulations on electronic invoices, issuing an invoice for each transaction is mandatory. GTG CRM automatically generates invoices immediately after confirming warehouse dispatch, helping you fully comply with regulations without wasting extra time. The system also supports adjustment invoices for returns, ensuring accurate and transparent tax declaration.
Important Notes When Using
Configure Unified SKU Codes
To ensure the system accurately identifies products from different channels, you must ensure that the SKU codes on all platforms are the same. For example, the product "Mickey Pants Model 1" on Shopee, Lazada, and TikTok Shop must all have the SKU code "QUAN_MICKEY_M1". This allows GTG CRM to automatically update inventory accurately for the same product.
Do Not Enable Automatic Invoice Generation if Authorized by the Platform
If you have authorized Shopee, Lazada, or TikTok Shop to automatically generate invoices, you should not enable the automatic invoice generation feature in GTG CRM. Generating invoices twice will cause errors in tax declaration and violate the regulations of the General Department of Taxation.
Adjustment Invoices Can Only Be Issued When the Original Invoice Has Been Issued
In case of customer returns, you can only automatically issue an adjustment invoice when the original invoice has been issued. If the original invoice is still in draft status, you need to issue the original invoice first before you can issue the adjustment invoice.
Conclusion
In the increasingly popular omnichannel business environment, automating order processing is no longer an option but a mandatory requirement to maintain competitiveness. GTG CRM, with its automatic order creation feature from all sales channels, not only saves you time and effort but also improves accuracy in order processing, ensures legal compliance, and builds a solid foundation for sustainable business growth.
Instead of struggling with hundreds of orders scattered across multiple platforms, you can now rest assured that GTG CRM will automatically handle everything, from when the customer places an order to when the invoice is issued. This is how GTG CRM accompanies you on your business development journey, allowing you to focus on what truly matters: quality products and excellent customer experience.
