Daily Workflow
COMPLETE THESE STEPS IN ORDER — EVERY DAY
Daily Rule: There must be no old unfulfilled orders. Every order must end as Fulfilled, Cancelled, Returned, or Archived before end of day.
Daily Execution Sequence
1
Check unfulfilled orders
Shopify → Orders → Open + Unfulfilled
2
Process all orders
Paid orders ship directly · COD orders require a call
3
Ship / prepare pickup and mark Fulfilled
Add note after every status change
4
Check delivery platform and update status
Verify order status, progress, and customer response
5
Cancel when needed — always with tag + note
No exceptions: every cancellation needs a reason
6
Follow up fulfilled orders from ALL previous days
Shopify → Fulfilled + Open
7
Handle returns
Close return, add tag and note
8
Archive delivered orders
Delivered + no action needed = Archive
9
End day with no pending orders
Open + Unfulfilled filter must be empty
Open Orders
STEP 1 — FILTER AND IDENTIFY
Shopify Filter
1
Go to Shopify → Orders
Navigate to the main Orders section in your Shopify admin.
2
Apply Filters
Order status = Open
Fulfillment status = Unfulfilled
3
Process Immediately
Every order showing in this filter must be actioned before end of day. No exceptions.
Valid End States
✓
Fulfilled
Shipped or handed to courier
✓
Cancelled
With note and tag attached
✓
Returned
Return closed and documented
✓
Archived
Delivered and no further action needed
✓
Followed Up
Fulfilled and actively monitored
Process Orders
STEP 2 — ACT ON EVERY ORDER TYPE
💳 Paid Orders
Ship directly
Mark as Fulfilled
Note: "Order shipped"
📞 COD Orders — Call the Customer First
✅ Customer Confirms
Ship order
Mark Fulfilled
Note: "Customer confirmed – shipped"
❌ No Answer
Cancel order
no_answer
Note: "Customer not answering"
📵 Wrong Number
Cancel order
wrong_number
Note: "Wrong / invalid number"
🚫 Customer Cancels
Cancel order
Note: "Customer cancelled"
⚠️ Problem Orders
🤖 Fake Order
Cancel
fake_order
📦 Out of Stock
Cancel
product_issue
💳 Payment Fail
Cancel
payment_issue
After Shipping / Pickup
STEP 3 — MARK AND NOTE EVERY FULFILLMENT
Order Shipped
1
Change status → Fulfilled
2
Add note
"Order shipped"
Order Handed to Courier / Ready for Pickup
1
Mark as Fulfilled
2
Add note
"Order handed to courier / ready for pickup"
Follow Up Fulfilled Orders
STEP 4 — CHECK ALL PREVIOUS DAYS
You must check ALL open fulfilled orders from ALL previous days, not just today's.
Shopify Filter
Fulfillment status = Fulfilled
Order status = Open
These are shipped or picked-up orders still in process.
Delivery Platform Check
→
Order status
→
Delivery progress
→
Customer response
→
Any delay or issue
!
Update Shopify based on this information
What To Do Per Status
✅ Delivered
Archive the order
⏳ Delayed
Contact courier
Note: "Delivery delayed – follow-up done"
📵 Courier Cannot Reach Customer
Call customer again
Note: "Courier called, no answer – customer contacted again"
If still no answer → no_answer
🚫 Customer Refuses Delivery
Keep Fulfilled (temporary)
Tag: refused_delivery
Note: "Shipped but refused"
Once return confirmed → Cancel + Note: "Returned after refusal"
🔧 Courier Issue
Check delivery platform
Contact courier
If cancelled → delivery_issue
Note: "Courier issue"
Returns
STEP 5 — CLOSE AND DOCUMENT EVERY RETURN
When Return is Completed
1
Set Return status = Closed
2
Add the correct tag based on reason
See table below
3
Add a note explaining the reason
Return Tag Reference
| Reason | Tag |
|---|---|
| Customer not answering | no_answer |
| Wrong number | wrong_number |
| Refused delivery | refused_delivery |
| Product issue | product_issue |
Rules
STEP 8 & FINAL — NON-NEGOTIABLE STANDARDS
Core Rules
Every cancelled or returned order must have a Note and a Tag
Notes = explanation · Tags = category
Unfulfilled orders should only ever be from the same day
No order carries over unfulfilled to the next day
Every fulfilled order must be followed until: Delivered & archived · Cancelled · Returned
Every order must end as: Fulfilled · Cancelled · Returned · Archived
Process every order the same day
Ship or prepare for pickup and mark fulfilled immediately
Check delivery platform daily
Cancel returned/refused orders only after confirmation
Archive when delivery is complete and no action is needed
Repeat daily — no exceptions
End of Day Checklist
STEP 9 — VERIFY BEFORE CLOSING
Filter Open + Unfulfilled in Shopify. This list must be empty before you finish.
Daily Completion Checklist
Shopify → Open + Unfulfilled filter is empty
All new orders have been processed (shipped or cancelled)
Every cancelled order has a note and tag
Delivery platform checked and Shopify updated
All fulfilled orders from previous days reviewed
Delayed orders followed up with courier
Returns closed with correct tag and note
All delivered orders archived
No orders left in a pending/incomplete state
