Each order within Booqable is a separate customer experience. Therefore each order should be kept up to date with the stage which it is in.
Thankfully, Booqable has a built in order workflow to help you keep track of who has what, and when!
How it works
Orders can have the following status:
1. New
2. Draft
3. Reserved
4. Picked up
5. Returned
6. Archived
1. New
The initial status of a newly created order. The order doesn’t have a number yet, and isn’t saved (and therefore not visible in the orders page).
2. Draft
By saving the order as a draft, Booqable assigns a number and saves the order in the orders page. The products on draft orders aren’t reserved for the selected rental period. Maybe you’re waiting for confirmation from the customer, or want to continue later.
3. Reserved
Reserving the order makes the added products (either the quantities or specified stock items) unavailable for the rental period of that order. This ensures you can’t overbook or double book your products.
💡 Note: By default, webshop orders will be reserved as availability is enabled. Disable availability if you want to receive webshop orders as drafts.
4. Picked up
(Replacing items on an existing order could be mentioned as a note here, as most rentals will be already picked up if a change is requested)
Picked up indicates that the products on the order are out with the customer, whether they’re picked up in-store or delivered.
When marking the order as picked up, you will need to select the items that are going out, either by scanning the product barcode or manually selecting the product or stock item. You don’t necessarily have to mark all items as picked up at once (resulting in a Mixed status).
💡 Note: We recommend specifying the stock items of trackable products as late as possible, preferably right before pickup. This will help you optimize your planning and therefore maximize products usage.
5. Returned
Returned means the products of the order are back in stock and available again to be picked up on another order. To prevent availability issues, products need to be marked as returned before they can be picked up on future orders.
As with the Picked up status, you don’t necessarily have to mark all items as returned at once (resulting in a Mixed status).
6. Archived
Once there’s no further action required and you want to clean up your orders page, you can archive an order. The order will still be accessible and won’t be deleted.
7. More actions
Reverting an order status: You can revert the order status at any time in case you’ve made a mistake. This option can be limited for team members in the user permission settings.
Duplicating an order: This will copy all products of the order to a new draft order. Additionally, you can include specified stock items, custom lines, and more.
Canceling an order: When the customer cancels an order or you want to start fresh, you can cancel an order at any time. Canceled orders can’t be restored.
Replace items on an order. If a customer rents products from you, but during the rental period decides that they would like to change the products on an order, you will need to remove the existing products from the order, and add new ones using the search bar. Once products are replaced, you will need to either charge the customer more, or refund the difference depending on the prices of your products.
You're all set!
You have now successfully learned how the order workflow in Booqable works to help your rental business.