Case study · Floral and gifting retail
Order management software for a multi-branch florist
A connected workspace for online and manual orders, delivery slots, bouquet recipes, gift messages, WhatsApp updates and accounting handoffs, built for a floral retailer with several branches.
DEMO-101 · Celebration bouquet
The order, in context
- Source
- Online order
- Payment
- Paid
- Delivery status
- Out for delivery
- Delivery
- 18 Nov 2030 · 11 AM – 1 PM
- Gift message
- Wishing you a beautiful day!
- Industry
- Floral and gifting retail
- System
- Order and fulfilment operations platform
- Connected to
- Shopify, Gupshup WhatsApp, Zoho Books, Razorpay
- Access
- Branch-aware visibility and role permissions
- Delivery
- Custom implementation
The project in short
We built a custom order and fulfilment platform for a multi-branch floral retailer. Shopify orders and orders taken by staff land in one list, each with its delivery date, time slot, recipient, bouquet recipe and gift message. WhatsApp updates go out through Gupshup, invoices are created in Zoho Books, and Razorpay payment events are matched to orders.
The challenge
A bouquet is more than an order number
For a floral retailer, the sale is only the start. The right delivery date, recipient details, gift message and preparation instructions have to travel with every order, and they matter as much as the item itself.
The brief was to keep the commercial order and its operational context together, while connecting the specialist tools the business already used for its store, messaging, payments and accounts.
What the system had to handle
- 01
More than one order source
Online purchases and staff-entered orders need a common view without losing where they came from.
- 02
Time-sensitive fulfilment
Delivery dates, time slots and recipient addresses must be easy to find during daily handling.
- 03
A personal product
Bouquet composition, colour choices, custom remarks and gift messages matter alongside the item.
- 04
Several handoffs
Customer updates, payment status and accounting records must be visible without being confused.
The workflow
One operational record, connected specialist tools
The platform connects order handling with commerce, communication and accounting.
- 01
Capture the order
Import Shopify orders or create a manual order with customer, item and delivery details.
- 02
Prepare the occasion
Keep recipes, custom remarks, gift notes and delivery information with the order.
- 03
Coordinate communication
Send approved WhatsApp templates and check the message history.
- 04
Review the accounting handoff
Create or link Zoho Books invoices and check attempts and exceptions.
Payment, invoice and message updates can happen at different stages. Each provider needs its own account setup.
The daily queue
The details teams need to act on
Staff search and review orders by delivery date, then open everything needed for preparation and customer handling.
- Filter and group orders by delivery date and time slot
- Each order shows its source, payment status and delivery status
- Order detail, fulfilment, export, invoice download and delivery challans
- A warning when an order is incomplete
Orders
Delivery date: 18 Nov 2030
| Order | Source | Slot | Payment | Delivery |
|---|---|---|---|---|
| DEMO-101 | Online | 11 AM – 1 PM | Paid | Out for delivery |
| DEMO-102 | Manual | 1 PM – 3 PM | Pending | Unfulfilled |
| DEMO-103 | Online | 3 PM – 5 PM | Paid | Fulfilled |
Preparation
Every bouquet comes with its instructions
A flower catalogue and product recipes give each order its default composition, with room for custom flower notes and remarks.
- Recipes with default flower quantities per product
- Custom flower notes and remarks per order
- The gift message shown next to the delivery date and slot
Bouquet instructions
DEMO-101 · Celebration bouquet
- Rose
- 8 stems
- Lily
- 4 stems
- Remarks
- Soft pastel wrapping
- Gift message
- Wishing you a beautiful day!
- Delivery
- 18 Nov 2030 · 11 AM – 1 PM
Sample composition and gift note, not customer data.
Visibility across handoffs
Keep exceptions visible and access intentional
An order needs more than one status. Staff can tell payment, fulfilment, communication and invoice outcomes apart.
- WhatsApp history with automatic and manual sends and their status
- An invoice attempt log with the reason for each failure
- Razorpay payment references and status matched to the order
- Branch-aware order visibility and role-based module permissions
- Administrators can deactivate users; inactive accounts cannot sign in
WhatsApp message history
DEMO-101 · 18 Nov 2030
| Message | Sent | Status |
|---|---|---|
| Order confirmation | Automatic | Read |
| Out-for-delivery update | Manual | Sent |
Message status is separate from parcel delivery status.
Capabilities
What is in the system
Online order import
Shopify orders with customer, address, items, delivery details and gift message.
Manual orders
Staff-entered orders saved in one step, with incomplete-order warnings.
Order list and detail
Filters, grouping, fulfilment, export, invoices and delivery challans.
Flower catalogue and recipes
Default compositions with custom notes per order.
Delivery slots and gift notes
Resolved time slots and messages shown with each order.
WhatsApp messaging
Order confirmations, template sends and message history.
Invoice logs
Zoho Books invoice creation, links, attempts and failure reasons.
Payment events
Razorpay references and status matched to orders.
Branches and users
Branch visibility, permissions and user activation.
Connected tools
- ShopifyOnline order import
- GupshupWhatsApp templates and message history
- Zoho BooksInvoice creation and links
- RazorpayPayment references and status
What it gives the team
A calmer daily queue for every branch
A clearer daily queue
Delivery details and order status in one shared operational view.
Preparation with context
Recipes, gift notes and custom remarks attached to the work.
More visible handoffs
Message history and invoice logs make follow-up better informed.
These are capabilities the software supports. We have not published measured ROI or performance results for this project.
Who it is for
Built for occasion-led retail
- Floral retailers, single or multi-branch
- Gifting brands that personalise each order
- Occasion-led businesses that pair online sales with hands-on fulfilment
A good fit when
- Orders arrive from your online store and from phone or walk-in customers
- Every order has a delivery slot and a personal message
- Several branches need their own view of the day's orders
How we would build yours
- 01
Discover
We map your process, documents, roles and the reports your team relies on.
- 02
Scope and design
We agree the modules, rules, integrations and screens before the build starts.
- 03
Build in phases
Each module is released for your review and tested with representative data.
- 04
Roll out and support
We train your team, stage the rollout and keep improving as your process grows.
Can florist order software work with Shopify?
Yes. This platform imports Shopify orders with the customer, address, items, delivery details and gift message, and shows them in the same list as orders created by staff.
Does it send WhatsApp order updates?
Yes, through Gupshup. Order confirmations are sent automatically when an order event triggers them, staff can send approved templates manually, and the message history is visible on the order. Delivery depends on provider approvals and account setup.
Does it replace our accounting software?
No. It creates or links invoices in Zoho Books and logs every attempt, including the reason when one fails, so the team can fix the source data and retry.
Can each branch see only its own orders?
Yes. Order visibility follows the configured branch rules, and module permissions are set by role.
Does it track delivery drivers live?
No. Delivery labels reflect the saved fulfilment and message records. Route planning or live tracking would be separate scope.
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Your project
Start with your operational bottleneck.
Tell us where orders lose context. We will discuss a custom scope around your channels, branches, workflows and existing tools.
This is an anonymised case study: the client's name and data are kept confidential. Screens are illustrative interfaces with sample data, not screenshots of the live system. Each implementation is scoped separately; this is not a packaged subscription product.