Understanding Custom Order Inquiries in BakeSmart
Overview
Learn how to manage custom order requests from customers seeking quotes for special orders.
What This Feature Is
Custom order inquiries let customers describe special orders (like custom cakes) and receive price quotes from you. You communicate through a message thread and send quotes that customers can accept.
How It Works
Receiving Inquiries
When a customer submits a custom order request:
- You receive a notification about the new inquiry
- The inquiry includes their requirements, occasion, guest count, and any reference images
- A message thread is created for communication
Communicating with Customers
Use the message thread to:
- Ask clarifying questions
- Share design ideas and images
- Discuss requirements before quoting
Customers can add additional images at any time.
Sending Quotes
When you're ready to quote:
- Set the price for the custom order
- Set an expiration date for the quote
- Customer receives a notification about the quote
Quote Expiration
If a customer does not accept before expiration:
- The quote expires
- You can send a new quote with a new expiration date
- Customer receives a notification about the new quote
Inquiry Status
Each inquiry shows a color-coded status badge so you can tell at a glance where it stands:
Status | Color | Meaning |
|---|---|---|
Reviewing | 🔵 Blue | New request submitted; you are reviewing it |
Quoted | 🟡 Amber | You have sent a price quote with an expiration date |
Accepted | 🟢 Green | Customer has accepted the quote; ready to place the order |
Order Placed | 🟣 Purple | The quoted order has been placed (not just drafted) |
Expired | ⚪ Gray | The quote's expiration date passed before the customer accepted |
Archived | 🔴 Red folder | Request has been closed (shown as a folder in the inbox, not a badge) |
Inquiries normally move through these stages in order: Reviewing → Quoted → Accepted → Order Placed. You can archive an inquiry at any point. Expired appears automatically when a quoted inquiry's expiration date passes before the customer accepts.
Archiving Inquiries
You can archive inquiries that are no longer active:
- Archived inquiries cannot be reopened
- If a customer wants to continue, they must submit a new request
Inquiry Limits
- Customers can have multiple open inquiries simultaneously
- There is no limit on concurrent inquiries
- Inquiries cannot be deleted or cancelled by customers
What's Supported Today
- Receiving custom order requests
- Message thread communication
- Sending price quotes with expiration
- Re-quoting after expiration
- Archiving completed or inactive inquiries
Limits, Rules, or Constraints
- Customers cannot delete or cancel their inquiries.
- Archived inquiries cannot be reopened.
- To continue after archiving, customer must submit new request.
- No limit on concurrent inquiries per customer.
Common Questions
Can I reopen an archived inquiry?
No. Archived inquiries are permanently closed. The customer must submit a new request.
What happens if the quote expires?
You can send a new quote with a new expiration date. The customer will be notified.
Can customers cancel their inquiry?
No. Customers cannot delete or cancel inquiries. If they don't want to proceed, they can let the quote expire.
How many inquiries can a customer have open?
There is no limit. Customers can have multiple open inquiries at the same time.
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Keywords
custom order, inquiry, quote, custom cake, special order, price quote, inquiry management