Learn how to enter orders with PocketChef

Recording orders is the link between production and sales. With PocketChef you organize customers, schedule deliveries, track what is in production and, when you mark delivery, automatically record the sale in Cash Flow. Learn in this tutorial how to enter orders in the app.

You can enter orders in two ways:

Manual: you create the order in the app, choosing customer, products, schedule, and payment.
Through the Digital Menu: the customer orders online and you get a notification to complete and deliver.

In this tutorial we focus on manual entry and, at the end, explain the flow through the Digital Menu.

Steps to enter orders

Prepare customers and products
Open the Orders panel
Create a new order
Track, complete, and deliver
(Optional) Receive orders through the Digital Menu

1. Prepare customers and products

Before entering your first order, get the basics ready:

Open the side menu and tap Customers. Register at least a name; phone and address help with delivery and contact.
Register and price your Recipes. The price set in pricing is suggested automatically when you add the product to an order.
If you sell by portion, on the recipe pricing screen enable the option to show the price per portion on the Digital Menu and in the Orders panel.

Without priced products and without customers, the order is incomplete. If you have not priced yet, see the pricing tutorial.

2. Open the Orders panel

There are two ways to reach the list:

Side menu → Sales section → Orders.
Home screen → Orders card → SEE ALL ORDERS button.

The screen has three tabs. Use them to organize your day:

Open: orders still in production.
Ready for delivery: finished, waiting for delivery or pickup.
Delivered: history; on this tab you can filter by period (for example, last 30 days).

Each row in the list shows: order number, customer name, Order total, date when it was Added, date Scheduled for, and if the date has passed without delivery, the overdue warning.

3. Create a new order

On the Orders screen, tap the New order button (usually at the bottom of the screen). The form opens. Fill it in as follows:

Customer (required): choose from the list or tap the + next to the field to register a New Customer on the spot and use them on the order.
Scheduled for: date and time agreed with the customer. With order notifications enabled, the app sends a reminder near that time.
Payment method: cash, bank transfer, card, etc., according to the options you registered.
Items: tap Add item. On each line, choose the Recipe, enter Quantity, and check Unit price (it comes from the recipe price; adjust if you agreed on a special amount). Add as many items as you need.
Delivery fee: if you charge for delivery, enter the amount (or leave zero).
Advance payment: if the customer already paid part, enter the amount; the app shows the remainder.
Notes: internal notes (flavor, packaging, landmark, "gluten-free", etc.).

Order total is calculated automatically: sum of items + delivery fee. You must have at least one item. If you try to save without items, the app warns you. When you are done, tap Save. The message Order saved. confirms registration and the order goes to the Open tab.

Tip: if your plan reaches the monthly order limit, the app will notify you. In that case you need a plan with more orders or unlimited orders.

4. Track, complete, and deliver

On the list, tap the order's options menu (⋮). The main actions are:

View details: see all data and Generate quote (PDF to send to the customer).
Edit: change customer, items, amounts, or dates while the order is not yet delivered.
Mark as completed: when production is done; the order moves to Ready for delivery.
Deliver now: records delivery and moves the order to Delivered.
Delete: removes the order (only if it has not been delivered).

You can also fill in Completed on and Delivered on when editing the order, instead of using the menu shortcuts.

When you mark delivery, PocketChef automatically creates a sale in Cash Flow, with the order number and customer in the description. That way you do not record the sale twice. To check, open Cash Flow from the side menu.

Delivered by mistake? On the Delivered tab, open the order menu and use Return order. This clears the delivery date and the automatic cash-flow entry.

5. Orders through the Digital Menu

If your plan allows online orders:

Open Digital Menu in the side menu.
Enable Enable orders via Digital Menu and save.
Share the menu link. The customer builds the cart, fills in contact details, and taps Place order.
You receive the Order received on Digital Menu notification.
Open the order in Orders, complete schedule, payment method, and adjustments, then use the same complete-and-deliver flow.

To configure the menu and link, see the Digital Menu tutorial.

Flow summary

Register customers and priced products.
Open Orders and tap New order.
Enter customer, schedule, items, and amounts; save.
Produce and use Mark as completed.
On delivery, use Deliver now — the sale goes into Cash Flow.

With this routine you reduce forgotten orders, track delays, and keep finances aligned with actual deliveries.

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Good job!