Understanding the Order Spreadsheet
The order spreadsheet connected to your chatbot is your handy list of transactions that you need to address, whether they are product orders, appointment requests, or the like. The spreadsheet is updated in real time, too, to make sure you don’t miss any requests!
All the orders that show up in your spreadsheet will also be available in the chatbot admin panel, but the order spreadsheet is designed to make your life simpler and easier!
Your order spreadsheet can be customized according to your business, but let’s go through what a typical order spreadsheet can look like.
What You Can Expect
When a customer completes an order or request through your chatbot, the information gathered from them are placed into your order spreadsheet -- a Google Spreadsheet that is available to you anytime, anywhere, as long as you have an internet connection to access it.
To access your spreadsheet, please refer to your discussion with our Chatbuddy agent. You may also find it under Shared with me or Recent in your Google Drive (https://drive.google.com/).
Once you have Opened your Order Spreadsheet, it will look something like this
The Order Spreadsheet will contain all your orders that have come in through the chatbot. While there may be some differences in the spreadsheet you have due to your specific business setup, many of the fields you see in the screenshot above will be similar and self-explanatory, such as customer details and the like:
- Date of order
- Customer name (first/last name)
- Contact information (email and mobile)
Order details will be specific to your business, but includes items such as:
- Order ID (unique for every order made through your chatbot)
- Items in the order
- Discounts
- Total
- Payment method
- Delivery method and address
Of key importance are the following columns: Payment verification and Delivery status.
These two columns will help you manage each order’s status so you can easily track how each order is doing.
Payment verification
The payment verification column allows you to mark an order if you have confirmed receipt of their payment. This is especially useful for payment methods like bank transfer, e-wallets, etc.
This column allows you to change the status to the following values:
- Pending
- Verified
- Invalid
When the order comes in through the chatbot, the value is initially set to Pending by default.
Your order spreadsheet is always available via the Internet and updated in real time, so you won’t have to worry about your data being synchronized across your staff or business locations.
Need more values for your specific business? Talk to our customer agents by filing a support ticket or email helpdesk@chatbuddy.com.ph for what you need, and we’ll get right on it!
Delivery status
The delivery status column allows you to track whether an order is out for delivery.
You can change the delivery status to the following values:
- Pending
- In transit
- Delivered
- Cancelled
When the order comes in through the chatbot, the value is initially set to Pending by default.
Your order spreadsheet is always available via the Internet and updated in real time, so you won’t have to worry about your data being synchronized across your staff or business locations.
Need more values for your specific business? Talk to our customer agents by filing a support ticket or email helpdesk@chatbuddy.com.ph for what you need, and we’ll get right on it!
Exporting your order data
It’s easy to export your order data for offline or reporting use.
When your Order Spreadsheet is open, click on File > Download on the menu list.
Select your preferred file format from the menu, from the available options:
- Microsoft Excel (.xlsx)
- OpenDocument format (.ods)
- PDF document (.pdf)
- Web page (.html, zipped)
- Comma-separated values (.csv)
- Tab-separated values (.tsv)
Remember, however, that if you need to change information on your order spreadsheet, that you are working on the order spreadsheet in Google Spreadsheet and not your downloaded spreadsheet to make sure that your updates are synchronized across the Internet!
Additional information
Your order spreadsheet is always available via the Internet and updated in real time, so you won’t have to worry about your data being synchronized across your staff or business locations. Just make sure that you have a working internet connection to access your real-time data!
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