Using the Sales App at a fair: from setup to order processing
If you plan on using our Sales App during a fair to efficiently take orders, it’s important to set it up correctly in advance and understand how orders are processed afterward. Proper preparation will save you time on-site and ensure a smooth experience for both you and your customers.
If you haven’t downloaded the app yet or would like a general overview of how it works, please read this article first: How does our B2B Sales App work?
Setting the App up for success before the fair
1. Review your catalog
Before the fair, go to your backoffice and verify that:
Your catalog is complete
All product information is correct
Pricing is accurate
This ensures you won’t run into issues when creating orders on the spot for your customers.
2. Review your customer list
Also in the backoffice, make sure your customer list is up to date and includes all relevant customer details.
Having your customers pre-added will:
Save time during the fair
Avoid repeatedly entering customer information
Create a smoother ordering experience for both you and your buyers
Good to know:
You can still create orders for customers who are not yet in your system. In that case, only the mandatory fields (such as company name and email address) need to be filled in initially. The remaining details can be completed later by you or by the customer themselves.
That said, the more you prepare in advance, the better the experience for everyone.
3. Sync your catalog and customer list before the fair
This is a crucial (and sometimes forgotten) step.
The Sales App is designed to work offline, which means you must sync your data before going to the fair. If you don’t, you may run into issues when creating orders.
In the app:
Go to Settings
Select Sync catalog & customers
Managing your orders during the fair
1. Create your order
When creating an order:
Select an existing customer from your list, or
Create a new customer profile (only mandatory fields are required)
Then:
Add products to the order
Use the scan feature if your products have barcodes
You can also:
Apply a specific discount to the order
Add an internal note (e.g. special customer requests) feature available as of mid-january
Preselect a shipping method, if applicable
2. Upload Your Orders
Once you are connected to a network again:
Select the orders you want to upload
Click on the upload icon
This will sync the orders from the app to your backoffice.
3. Finalize the order details
In the backoffice, you can still edit order details as long as the order has not been paid yet. You can:
Add or remove products
Edit shipping details
Adjust shipping fees
If you want to offer specific payment options (such as Pay on Invoice with payment terms), you can enable this in the customer’s profile.
Processing the order
Once the order is uploaded and finalized:
The order details are automatically sent to your customer by email
The customer is asked to choose a payment option (based on your general settings and customer-specific settings)
After payment selection:
The order status updates to Paid, or Authorized (for Pay on Invoice)
You can then proceed with processing the order
Important:
If the customer hasn’t completed the final payment step, you won’t be able to process the order in the system.
If a retailer hasn’t paid yet, you can send them a payment link as a reminder. The order status will automatically update as soon as payment is detected.
Need Help?
If you need additional details about this flow or run into any issues, please contact our support team at:
📧 support@orderchamp.com
We trust that the Sales App will bring clarity to your customers and give you peace of mind during busy fairs.