If you're selling products or services through your messaging channels, keeping track of orders is just as important as keeping track of conversations. Chatmo's order management system lives right inside the dashboard, so you never have to leave the platform to create, track, or fulfill an order.
Orders Sidebar Menu
The Orders page has an internal sidebar with six menu items that cover every aspect of your sales operations:
| Menu | Description |
|---|---|
| Balance | Balance and withdrawal management |
| Orders | Manage all orders |
| Products | Product catalog |
| Payment | Payment methods configuration |
| Invoices | Invoice template customization |
| Shop Addresses | Origin/warehouse addresses for shipping |
You can switch between these menus directly from the sidebar without navigating away from the Orders page.
Why Use Chatmo's Order Management?
If you've been tracking orders in a separate spreadsheet or switching between your chat tool and a POS system, Chatmo eliminates those extra steps. Orders are created right from the Orders page with a structured form, statuses update in real time with a visual progress bar, and invoices are auto-generated from order data.
Key advantages:
- Everything in one place -- No more cross-referencing between chat logs and separate order records.
- Structured order creation -- A multi-section form with automatic calculations, shipping rate lookups, and payment integration.
- Real-time status tracking -- Visual progress bar that shows exactly where each order stands.
- Auto-generated invoices -- Invoices are created automatically from order data with no manual entry.
- Shipping rate integration -- Fetch live shipping rates from multiple couriers via Biteship.
The Order List View
The main orders table (under the Orders tab in the sidebar) displays all your orders in a clean, scannable format. Each row shows:
| Column | Content |
|---|---|
| ORDER | Unique auto-generated order number |
| CUSTOMER | Channel icon + customer name + phone number |
| ITEMS | Item count (clickable -- opens a popup showing item details) |
| TOTAL | Formatted currency total |
| PAYMENT | Payment status badge (Unpaid, Paid, Refunded, Expired) |
| STATUS | Order status badge with icon (Pending, Processing, Shipping, Completed, Cancelled) |
| DATE | Date and time the order was created |
| ACTIONS | Three-dot menu for quick actions |
Row Actions
Click the three-dot icon in the ACTIONS column to access quick actions:
- View Details -- Always available. Opens the full order detail page.
- Mark as Paid -- Only appears when the payment status is UNPAID.
- Cancel Order -- Only appears when the order is not already CANCELLED or COMPLETED.
Order Statuses
Every order in Chatmo carries a status that tells you and your team exactly where things stand. There are five statuses, each with a distinct color and icon for quick visual scanning:
| Status | Color | Icon | Description |
|---|---|---|---|
| Pending | Amber | Clock | Order has been created, awaiting processing |
| Processing | Blue | Box-open | Order is being prepared |
| Shipping | Purple | Truck | Order has been shipped to the customer |
| Completed | Green | Circle-check | Order successfully received and closed |
| Cancelled | Gray | Times-circle | Order has been cancelled |
The typical status flow is: Pending > Processing > Shipping > Completed. You can change the status from the dropdown on the order detail page.
Payment Statuses
Separate from order status, each order also carries a payment status that tracks the state of the payment:
| Status | Color | Description |
|---|---|---|
| Unpaid | Red | No payment has been received |
| Paid | Green | Payment has been confirmed |
| Refunded | Gray | Payment has been refunded |
| Expired | Amber | Payment has expired |
Payment status is independent of order status. An order can be in Processing while its payment is still Unpaid, or vice versa. This separation gives you flexibility for different business workflows.
Order Metrics
At the top of the Orders page, you'll find metric cards that provide a quick snapshot of your sales performance:
| Metric | Description |
|---|---|
| Total Sales | Cumulative revenue across all orders |
| Total Orders | Overall count of orders |
| Completed Orders | Number of successfully fulfilled orders |
| Pending Orders | Orders still awaiting processing |
| Processing Orders | Orders currently being prepared |
| Cancelled Orders | Orders that have been cancelled |
These metrics update based on the date range filter you've applied. Use the date range filter to view performance for a specific period.
Filtering and Searching
When your order volume grows, you need efficient ways to find specific orders. Chatmo provides comprehensive filtering options:
Search
The search bar supports searching by order number, customer name, or other details. It uses a debounced mechanism (500ms delay) so results appear automatically after you stop typing.
Available Filters
| Filter | Description |
|---|---|
| Date Range | Dual calendar picker with quick presets: Today, Yesterday, Last 7 days, Last 30 days, This month, Last month |
| Product | Searchable product dropdown to filter orders containing a specific product |
| Channel | Filter by the originating channel: WhatsApp, Instagram, Telegram, Webchat, Facebook |
| Order Status | Filter by any of the five order statuses |
| Payment Status | Filter by any of the four payment statuses |
Sort Options
In addition to filters, you can sort the order list by:
- Newest First (default) -- Most recent orders at the top
- Oldest First -- Oldest orders at the top
- Highest Amount -- Largest order values at the top
- Lowest Amount -- Smallest order values at the top
Combine multiple filters for targeted searches. For example, filter by "Pending" status + "Unpaid" payment + this week's date range to surface orders that need immediate attention.
The Order Workflow
A typical order in Chatmo follows this lifecycle:
- Creation -- Build a new order from the Orders page by selecting a customer, products, shipping address, and payment method.
- Payment -- The customer makes payment. If using Xendit, confirmation is automatic. For manual payments, you mark the order as "Paid".
- Processing -- The order is prepared for shipping. Status moves to Processing.
- Shipping -- The order is dispatched and a tracking number is recorded. Status moves to Shipping.
- Completion -- The customer receives the order and it's marked as Completed.
Keep order statuses up to date. Accurate statuses help your entire team coordinate and give customers correct information when they ask about their orders.
What's Next?
Now that you have the big picture, dive into the specifics:
- Create an Order -- Walk through the step-by-step order creation process.
- Products -- Manage the product catalog used in orders.
- Shop Addresses -- Set up your origin/warehouse addresses for shipping.
- Order Management -- Manage existing orders, update statuses, and handle cancellations.
- Invoices -- View auto-generated invoices and customize your invoice template.