Website orders in. Invoice-ready jobs out.

Website order automation is a Build Concierge workflow for service businesses that also sell products online, such as parts, spares, consumables or pre-paid services.

When an order confirmation email arrives, Build Concierge reads the order details and creates a job in your job management system. It adds the financial lines using your agreed nominal codes and VAT treatment, moves the job through the appropriate fulfilment process and passes it to accounts at the right stage. Your team receives a short summary, and the online sale joins the same financial workflow as the rest of your work.

Your online shop is doing its job. A customer orders replacement filters at 9pm, pays by card and gets an instant confirmation. The sale is made.

Then it lands in an inbox.

The next morning, someone has to open the email, create a job, type in the customer, products, quantities and prices, apply the right nominal codes and VAT treatment, and pass it to accounts. It's quick for one order. Across a busy week, it's hours of copying from one screen to another.

When it's missed or delayed, website sales can sit outside your main reporting, financial processing is held up and the online side of the business stays disconnected from the rest of your operation.

What your customer does

1. Places an order on your website
2. Pays at checkout
3. Receives their order confirmation, as they do today

What Build Concierge does

1. Reads the order confirmation, extracting the order number, customer details, products, quantities, prices, delivery charges, payment information and VAT.
2. Creates the job in your job management system, with the order number as the reference and the order details in the description.
3. Adds the financial lines, using the nominal codes, department codes and VAT treatment agreed with your finance team.
4. Books the job in line with your fulfilment process, for example for the next working day.
5. Updates the job status and passes it to accounts at the appropriate point in your process.
6. Sends your team a summary, with the key details of every order processed.

Illustrative example only. The business, customer and order are fictional.

A heating and ventilation company sells replacement parts and consumables through its website. An order comes in on a Thursday evening.

The order confirmation

• Order number: 10482
• Replacement air filter pack (G4): 3 at £24.00
• Condensate pump cleaning tablets: 2 at £9.50
• Replacement remote control: 1 at £34.00
• Subtotal: £125.00
• Delivery: £6.50
• VAT: £26.30
• Total: £157.80
• Payment status: Paid

The job Build Concierge creates

• Job reference: 10482
• Job name: Order 10482
• Booked for: Friday, the next working day
• Status: Completed and passed to accounts

The financial lines added

• Replacement air filter pack (G4) · Quantity 3 · £24.00 each · Product sales nominal code · VAT 20%
• Condensate pump cleaning tablets · Quantity 2 · £9.50 each · Product sales nominal code · VAT 20%
• Replacement remote control · Quantity 1 · £34.00 each · Product sales nominal code · VAT 20%
• Delivery · Quantity 1 · £6.50 · Delivery income nominal code · VAT 20%

The summary your team receives
"Order 10482 has been processed. Job created, financial lines added and passed to accounts. Order value £131.50 ex VAT."

By Friday morning, the order has reached accounts with the financial information already in place, without anyone retyping it.

Every business sells and fulfils orders differently, so the automation is configured around your process. During set-up, we agree:

• Which orders are processed: the website or store your order emails come from, and which order types the workflow handles.
• How jobs are created: job type, category, customer account and who the job is assigned to.
• How finances are coded: the agreed nominal codes, department codes and VAT treatment for products, delivery and any other charges.
• How jobs progress: whether orders are completed and passed to accounts straight away, or booked for dispatch, delivery or installation first.
• Who's kept informed: who receives order summaries and alerts.

Review checks

You decide when an order needs a person. Review rules can include:

• Payment status: only paid orders are processed, and pending or failed payments are held for your team.
• Missing order information: if an order is missing something the workflow needs, it's held for review rather than creating an incomplete job.
• Unreadable emails: if an order email can't be read, your team is alerted with the original email attached.
• Higher-value orders: orders above a value you set are sent for review before the job is completed.
• Duplicate orders: an order number that already exists can be flagged instead of being booked twice.

Your office

Before: copies each order from the email into your job management system.

• Now: receives a summary of the orders already processed.

Accounts

Before: waits for website orders to be entered into the job management system before financial processing can continue.

• Now: receives jobs with the order details and financial lines already in place.

Your reporting

Before: website sales sit outside your main job and sales data.

• Now: website sales are reported alongside the rest of your work.

Your customers

Before: orders can wait in an inbox until someone has time to process them.

• Now: processing starts when the confirmation arrives, without waiting for someone to retype the order.

Your team keeps its focus on customers and service. Build Concierge takes care of the repetitive order admin.

This workflow is designed for service businesses that:

• Sell parts, spares, consumables or pre-paid services through their website
• Receive order confirmations by email
• Currently key website orders into their job management system by hand
• Want online sales processed and reported alongside their service work

The same approach can also be configured for other orders that arrive digitally, such as marketplace sales, trade account orders or bookings made through an online form.