E-commerce operations workflow for Tallyfy

Coordinate drop-ship orders without losing track

Drop-shipping means you're responsible for the customer experience even though you never touch the product. When orders fall through the cracks between you and your supplier, customers blame you. This template tracks every order from placement through delivery confirmation.

8 steps

5 fields

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Retail shipping

Run this workflow in Tallyfy with people, AI, and conditions

Drop-Shipping Run #2,481 Running now

1 done . 1 running . 6 to go

Status	Step	Assignee
Status: Completed	1. Customer places order	TM Team member
Status: Active	2. Capture and schedule the order why this works	Claude AI agent
Status: Waiting	3. Create the drop-ship purchase order	TM Team member
Status: Conditional	4. Supplier receives your purchase order why this works	Claude AI agent
+ 4 more steps below

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Tallyfy is the accountability layer that lets this template mix people, AI agents, and conditions in one auditable flow

Process steps

Customer places order

5 days from previous step

task

Your customer submits an order through your site or sales channel. Make sure the shipping address looks right and payment actually went through. If anything seems off - weird address, partial payment, unusual quantity - flag it now before you're chasing problems later.

Capture and schedule the order

5 days from previous step

task

Log the order in your system and check with your supplier that they've got the items in stock. Set delivery dates based on how long the supplier typically takes - don't guess. Send the customer an order confirmation with a realistic timeline so they aren't left wondering.

Create the drop-ship purchase order

5 days from previous step

task

Build a PO for your supplier with the customer's ship-to address. Double-check that product codes and quantities match what the customer actually ordered. If there are special handling or packaging notes, don't forget to include them - your supplier can't read your mind.

Supplier receives your purchase order

5 days from previous step

task

Confirm your supplier got the PO and accepted it. Get them to commit to a ship date in writing. If they flag stock issues or delays, sort it out right away - it's much easier to fix things now than after your customer's already waiting and asking where their stuff is.

Supplier ships goods and sends their invoice

5 days from previous step

task

Your supplier ships the order straight to your customer and sends you a tracking number plus their invoice. Forward that tracking info to your customer right away - they'll want it. While you're at it, check the supplier's invoice to make sure it matches what you actually ordered.

Customer receives their shipment

5 days from previous step

task

Check that your customer got their order and it arrived in good shape. Keep an eye out for delivery exceptions or return requests. If something went wrong, handle it fast - your customer doesn't care that a supplier shipped it. To them, it's your problem to fix.

Record the shipment and update your sales order

5 days from previous step

task

Mark the sales order as shipped in your system and update your inventory records. Note how the supplier performed on this one - that'll help you spot patterns over time. Closing the loop here keeps your reports accurate and prevents things from falling through the cracks.

Invoice the customer

5 days from previous step

task

Send your customer an invoice with your pricing - not what the supplier charged you. Make sure it lines up with the original order, including any discounts or promos you offered. Set the right payment terms and don't forget to follow up if they don't pay on time.