POClerk · Weekly order sheets
The usual order, sent. The answer, drafted.
For the standing orders that change a little every week: POClerk emails each regular customer their usual products on the schedule you set, with last time's quantities filled in. They change what they need and answer — by reply, on a page, or with the spreadsheet — and the answer arrives as a Shopify draft order, every line checked.
On every plan, the 10 free orders included. Your customers need no account and install nothing.
Your order for Monday 3 Nov — Fernhill Roasters Here is your usual order with last time's quantities. Change what you need by Wednesday at 12:00. Espresso, 1 kg last time 4 Oat milk, case of 6 last time 6 Cold brew, 12-pack last time 2 [ Fill in your order ] Attached: order-sheet.xlsx
Same as last week, plus 2 oat milk. No cold brew this time.
What your customer gets
One email in your store's name, with three ways to answer it. They use whichever suits them that week.
The email
Their usual products with last time's quantities, at their own B2B prices where Shopify has them, and the cut-off. The subject, the note and the sign-off are yours to word. Or they just reply: "same as last week, plus 2 oat milk".
A page to fill in
One tap from the email, with no account to make, and it works on a phone. Last time's numbers are already in; they change what they need, add anything else in words, or press Skip this week.
The spreadsheet, or a PDF form
Attached to the email, to change and send back. A sheet that comes back intact is read line by line, exactly, rather than guessed at. The PDF form is off until you turn it on.
Every answer, checked like a purchase order
An answer comes into POClerk the way a purchase order does and gets the same checks — against the sheet that went out, so you see what changed.
Every change marked
The review screen shows each line kept, changed ("was 6") or added, and what was taken off. A second answer to the same sheet replaces the first.
Unclear answers are asked, not guessed
An answer that lists a few items without saying whether that is the whole order is held, and you say which. Tick "remember" and that customer's next unclear answer is read the same way.
Drafted for the right customer
The draft order goes to that customer — on Shopify B2B, to the company location the sheet was built for — so their prices and terms apply.
Autopilot for the clear ones
On Growth, with autopilot on for that customer, a clear emailed answer drafts itself: from the address the sheet went to, nothing added, no quantity over three times last time's, not read from a photo. Answers on the page always wait for you.
A week of order sheets
You set the days and times, on your store's own clock — every week or every two weeks. These are the ones setup starts with.
Each customer on the schedule gets a sheet built from their latest orders. Anyone paused, or who stopped the sheets, is left out.
Only to customers who haven't answered and haven't ordered another way. You can also remind one customer now, from This week.
The page stops taking answers and you get a summary: who answered, what is waiting for your review, who didn't answer. A late emailed answer still comes in, marked late.
Skip next week for a holiday, or pause one customer until a date you choose. An order a customer places another way — in your store, or one you enter in your Shopify admin — closes their sheet for the week.
Setting it up
Three steps in the app, and nothing goes to a customer until the last one.
- Choose your customers. Allow POClerk to read your orders, and it reads the last 60 days and offers the customers who ordered 3 times or more, with how often they order. Tick who gets a sheet, or add anyone else by name.
- Set the schedule. The day and time the sheets go out, the cut-off, and a reminder or none. If some of your customers order every two weeks, setup offers them a schedule of their own.
- Preview, test, start. See each customer's email and files, send yourself a test sheet and answer it as they would, then confirm that these customers buy from you and expect order emails, and start.
What it costs
An answer counts as one order, the same as a purchase order. A customer's "skip this week" doesn't count, and neither does an answer to a test sheet you send yourself. Order sheets are on every plan, the 10 free orders included.
Questions about order sheets
How do weekly order sheets work?
On a schedule you set — every week or every two weeks, a send time and a cut-off, on your store's own clock — each customer you choose gets an email from your store with their usual products and last time's quantities filled in. A reminder can go before the cut-off, and at the cut-off you get a summary of who answered.
An answer comes into POClerk like a purchase order, is checked the same way, and becomes a draft order with every line marked kept, changed or added against the sheet. An answer that lists a few items without saying whether that is the whole order is held, and you say which.
POClerk finds your regular customers in the last 60 days of your Shopify orders — those who ordered 3 times or more. Before anything goes to a customer, you can send yourself a test sheet.
What do my customers see, and how do they answer?
An email in your store's name with their products and last time's quantities, a link to a page where they change the numbers — no account, and it works on a phone — and the sheet as a spreadsheet, or as a PDF form if you turn that on.
They answer whichever way suits them: a reply in their own words ("same as last week, plus 2 cases"), the numbers changed on the page, or the spreadsheet sent back. "Skip this week" tells you there is no order, and isn't counted as one.
What if a customer answers late, answers twice, or orders another way?
A second answer replaces the first. An emailed answer that arrives after the cut-off still comes in, marked late; the page stops taking answers at the cut-off. An order a customer places another way — in your store, or one you enter in your Shopify admin — closes their sheet, so they get no reminder.
Can a customer stop the order sheets?
Yes. Every email has a link to stop them, and Gmail and Apple Mail offer their own one-click unsubscribe. Once a customer stops them, or marks one as spam, no more sheets go to them, and their page in POClerk says so. If they ask for them again, you can resume them.
Try it on your own regulars.
Set it up, send yourself a test sheet and answer it the way a customer would — before anything goes to them.