Orders & Dispatch

Sales order and dispatch management software that ships on time

CrmLeaf Orders & Dispatch covers the full order lifecycle: build a cart, create a sales order, take payment offline or through Stripe, generate invoices and run configurable dispatch workflows with carrier tracking and proof of delivery, all connected to your CRM, invoicing and warehouse inventory.

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stages from cart to completed order
6
stages from cart to completed order
configurable dispatch workflow presets
3
configurable dispatch workflow presets
proof of delivery records: photo and signature
2
proof of delivery records: photo and signature
click to invoice an order or dispatch
1
click to invoice an order or dispatch

Order lifecycle

Cart to order to dispatch to delivery

Every order moves through the same visible stages, with each status change tracked by time and user.

  1. Step 01

    Cart

    Products, quantities, taxes and discounts

  2. Step 02

    Order

    Create the sales order; it moves to pending, then processing

  3. Step 03

    Dispatch

    Dispatch is auto-created and eligible staff are notified

  4. Step 04

    Ship

    Assign a carrier and tracking number

  5. Step 05

    Deliver

    Capture a photo and signature as proof

  6. Step 06

    Complete

    Invoice and payment reconciled

What's inside

Six Orders & Dispatch capabilities

01

Order Management

The full sales order lifecycle from cart to completion, with offline and Stripe payments.

See how it works
02

Configurable Dispatch Workflow

Three presets control when the dispatch and invoice are created relative to payment.

See how it works
03

Dispatch Manager

Fill quantities, assign carriers, add tracking and move each dispatch through its own lifecycle.

See how it works
04

Proof of Delivery

Capture a delivery photo and the recipient's signature for every dispatch.

See how it works
05

Invoice from Order

Generate an invoice from an order or dispatch with line items, taxes and totals carried over.

See how it works
06

Inventory Deduction

Confirming or shipping a dispatch deducts the dispatched quantities from warehouse stock.

See how it works

In detail

How each capability works

01 / 06

Order Management

Sales orders in CrmLeaf follow a clear lifecycle: pending, processing, shipped or dispatched, delivered and completed, with the option to cancel at any stage before completion. Build a cart with products, quantities, taxes and discounts, then convert it into an order.

Take payment offline or through Stripe, generate an invoice from the order and track every status change with its timestamp. Download or send the order as a branded PDF.

Built in

  • Build a cart with products, quantities, taxes and discounts
  • Order lifecycle: pending, processing, shipped or dispatched, delivered, completed (or cancelled)
  • Accept payment offline or through the Stripe integration
  • Every status change is tracked with a timestamp and the user who made it
  • Download or send the order as a branded PDF
  • Cart builder
  • Pending to complete lifecycle
  • Stripe payments
  • Offline payments
  • PDF export
  • Status history
02 / 06

Configurable Dispatch Workflow

Not every business dispatches the same way. CrmLeaf offers three dispatch workflow presets so the system matches your fulfilment process: dispatch on order, dispatch after payment, or dispatch after invoicing.

At the right moment the system auto-creates the dispatch in an awaiting-assignment state and notifies eligible staff. Switch presets in account settings; no code changes are needed.

Built in

  • Default (order, dispatch, invoice, payment): the dispatch is created when the order is placed and the invoice is generated from the dispatch
  • Pay before ship (order, invoice, payment, dispatch): invoice and payment come first, and the dispatch is created on payment
  • Invoice before ship (order, invoice, dispatch, payment): the invoice comes first, and the dispatch is created when it is generated
  • The system creates an awaiting-assignment dispatch and notifies eligible staff
  • 3 workflow presets
  • Auto-created dispatches
  • Staff notifications
  • Configurable per account
03 / 06

Dispatch Manager

The dispatch manager fills quantities, selects a carrier, records the tracking number and moves each dispatch through its own lifecycle: draft, confirmed, shipped and delivered (or cancelled).

A standalone Dispatches hub lists every dispatch across all orders, and each assignee has a My Dispatches view filtered to their own work. Dispatch numbers follow a per-order sequence in the format {order}-D{n}, so every shipment traces back to its order.

Built in

  • Dispatch lifecycle: draft, confirmed, shipped, delivered (or cancelled)
  • Fill quantities, carrier name and tracking number per dispatch
  • A Dispatches hub with filters and search across all orders
  • A My Dispatches list for field staff and warehouse teams
  • Awaiting-assignment status with automatic staff notification
  • Dispatches hub
  • My Dispatches view
  • Carrier and tracking
  • Per-order numbering
  • Draft to delivered
04 / 06

Proof of Delivery

When a dispatch reaches the delivered stage, the delivery person captures proof directly in CrmLeaf: upload a photo of the delivered goods and capture the recipient's signature on screen.

Both records are stored against the dispatch, ready for audit trails, dispute resolution and customer confirmation.

Built in

  • Upload a delivery photo as proof the goods were received
  • Capture the recipient's signature on screen
  • Image and signature are stored against the dispatch record
  • Available for audit, dispute resolution and customer confirmation
  • Photo upload
  • Signature capture
  • Stored per dispatch
  • Audit trail
05 / 06

Invoice from Order

Generate an invoice directly from a sales order or dispatch. All line items, taxes and totals carry over without re-entry. The timing follows your dispatch workflow: in the default preset invoices come from the dispatch, in the other two they come from the order before dispatch begins.

Either way, the invoice is linked back to its source order for full traceability.

Built in

  • Generate an invoice from an order or dispatch in one click
  • Line items, taxes and totals are carried over with no re-entry
  • Invoice timing follows the active dispatch workflow preset
  • The invoice is linked back to its source order
  • Download or send it as a branded PDF
  • One-click invoice generation
  • Line items carried over
  • Linked to source order
  • PDF download
06 / 06

Inventory Deduction

When the Purchase/Inventory module is active alongside Orders & Dispatch, confirming or shipping a dispatch automatically deducts the dispatched quantities from warehouse inventory.

Stock levels stay accurate without manual adjustments, and your warehouse team sees real-time availability before committing to new dispatches.

Built in

  • Confirming or shipping a dispatch deducts stock from warehouse inventory
  • Requires the Purchase/Inventory module to be active
  • The warehouse team sees real-time stock availability
  • No manual inventory adjustments after dispatch
  • Auto stock deduction
  • Warehouse inventory sync
  • Real-time availability
  • Purchase module integration

Connected modules

Orders flow into invoicing, payments, dispatch and inventory

A sales order connects forward to invoices, payment collection, dispatch management and warehouse stock, with no CSV export or manual reconciliation between teams.

See Invoicing
  • ProductsThe product catalog feeds cart and order line items
  • InvoicingGenerate invoices from orders or dispatches in one click
  • PaymentsCollect payment offline or through Stripe
  • Warehouse / InventoryDispatch confirmation deducts warehouse stock

FAQ

Common questions about CrmLeaf Orders & Dispatch

  • Every sales order moves through a clear lifecycle: pending, processing, shipped or dispatched, delivered and completed. Orders can also be cancelled at any stage before completion. Each status change is tracked with a timestamp and the user who made it.

Related

Explore further

InvoicingRecurring, milestone and time-based billingPaymentsStripe, PayPal and offline collectionInventoryStock, transfers and adjustmentsCRM & SalesLead to contract pipeline

Process your first order before your trial ends

Create a sales order, configure your dispatch workflow and ship your first dispatch, all inside a free trial with no credit card.

Start free trial Book a 30-min demo