From sales order to delivery with WhatsApp approvals

An order is entered. Who approves it, who checks the stock, and who tells Dispatch that it is ready? When those answers sit in separate chats, someone has to keep chasing the handoffs.

With a configured UpMatrix workflow, one sales order connects the Sales, Stock, Accounts and Dispatch cards. The approver responds in WhatsApp. The responsible people receive assignment notifications, complete their checks on the board, and use action buttons to progress the order. Delivery updates the parent Sales card automatically.

This walkthrough follows one order in the UpMatrix demo workspace: two ergonomic chairs, worth INR 5,000. It uses available stock and approved credit. The video includes English narration, the WhatsApp approval, and the Stock and Dispatch notifications.

English narration and captions. Recorded in the UpMatrix demo workspace, including WhatsApp approval and assignment notifications. Prefer reading? Follow the steps below.

What connects the four boards?

These are department tasks for the same order, rather than separate orders copied between teams. Each linked card carries the order reference, items, amount and owner. The order detail brings the customer, product lines and fulfilment status together.

WhatsApp brings the request or assignment to the responsible person. In this example, approval happens in WhatsApp; Stock, Accounts and Dispatch actions happen on the UpMatrix boards. The message includes a link to the relevant board.

Here is the sequence, including the actions people take and the handoffs the configured workflow handles.

1. Create the order in StoreMatrix

Add the products in the StoreMatrix app, review the quantities and total, add the customer details, then save the order.

In the recording, the team orders two ergonomic chairs for INR 5,000. A Sales card is created automatically in the New stage, attached to the order.

The team now has an order record to work from. They do not need to create an unrelated task and retype the order information at every handoff.

2. Approve the order in WhatsApp

The responsible approver receives an Order approval required message with the customer, order reference and amount, plus Approve and Reject options. The demo follows the Approve route.

Yash taps Approve in WhatsApp. The configured workflow starts the linked Stock and Accounts checks and progresses the Sales order into fulfilment.

The approval request shows the draft reference, while the confirmed order later appears as order-2026-00007. The checks remain attached to that same underlying order.

The person makes the approval decision. The workflow handles the resulting handoff.

3. Notify the Stock owner and confirm availability

Patel receives a Stock check assigned notification in WhatsApp. It includes the order details, a checklist, and Open stock board.

On the Stock card, he records the requested quantity and the available stock. Both are two in this example. He then uses Mark Stock Ready.

The linked Stock card moves to Ready, and the status remains connected to the Sales order. Receiving the notification alone does not complete the stock check; the responsible person records and confirms the result.

4. Complete the Accounts check

Accounts reviews the clearance separately from Stock. In this demo, Yash records Approved Credit, then selects Clear Accounts on the card.

The Accounts card moves to Cleared. This records the clearance decision; it does not collect a payment. The order remains unpaid in the demonstration.

The configured release rule requires Stock Ready and Accounts Cleared before the order can move to Dispatch. Each team completes its own check, and Sales can see when both are done.

5. Release to Dispatch and notify its owner

Once both checks are complete, use Release to Dispatch on the Sales card. The workflow creates the linked Dispatch task and assigns it to Harsh.

The Dispatch check assigned WhatsApp notification contains the order details and the checklist: verify Stock and Accounts clearance, item quantities, packing and the delivery address, then confirm courier or pickup details. Open dispatch board takes the owner to the board.

Harsh uses the stage actions to progress the card:

• Mark Packed moves it to Ready for Pickup.
• Mark Dispatched records the dispatch stage.
• Confirm Delivery completes the delivery stage when appropriate.

The team uses the buttons for the next step, with a named owner responsible for the work. These actions record progress; the demonstration does not book a courier.

6. Confirm delivery and close the loop in Sales

After Confirm Delivery, the Dispatch card moves to Delivered. The workflow also moves the parent Sales card to Delivered, so Sales sees the outcome without someone copying the status back manually.

Open the order to review its items, customer, total and linked fulfilment status together. The order reference connects the initial request to the completed handoff.

What happens automatically, and what does the team do?

Automation connects the handoffs. It does not replace the team’s decisions or the physical checks.

What should you agree before using this for your business?

Choose who approves orders, who owns each department check, what qualifies as Accounts clearance, and which conditions must be met before Dispatch. Then configure the linked cards, WhatsApp notifications and stage actions around those rules.

Start with one repeatable order route, such as an in-stock order on approved credit. Agree any shortage, production or exception routes separately. The recording shows an already-configured demo, rather than a setup tutorial.

The Process & Tasks boards keep the work connected, while the POS & Inventory tools provide the wider sales and stock context. For another example of staff acting inside WhatsApp, see how to assign and track employee tasks.

Want to map this to one of your order workflows? Discuss My Process