Effortlessly Manage High-Volume Orders On Shopify: A Guide for Merchants

Fabric reports that 46% of wholesalers use manual procedures to keep an eye on their order process. 19% of merchants don’t even monitor their cycles. Although it can be challenging, handling high-volume orders is an essential step. 

You can manage high-volume orders efficiently, ensure timely fulfillment, and keep customers satisfied with these steps.

1. Prepare Your Store for High-Volume Sales
2. Streamline Order Fulfillment
3. Organize Orders Efficiently
4. Leverage Bulk Order Apps
5. Enhance Communication with Customers
6. Monitor and Optimize Performance

Let’s go over them in detail!

What is Order Management?

Any online company depends critically on order handling. You log orders from start to finish. It also covers overseeing order, people, and procedures data.

An order management system (OMS) is a digital method of management. An OMS logs all the data and handles all the activities, including order entering, inventory control, fulfillment, and after-sales service. You have almost real-time inventory viewing.

Managing orders across channels, warehouses, and vendors can quickly get confusing and cause mistakes, delays, and wasted time. An order management system modulates that. It saves money, lowers errors, and automates jobs, simplifying the process. Your clients also want a flawless experience: timely help at all touchpoints, simple returns, and updates on their orders. Using an OMS, you will meet those expectations and increase sales with up-sell prospects, fostering brand loyalty and confidence.

Prepare Your Store for High-Volume Sales

This is the initial phase. Your store should be in perfect shape. Does this imply a fancy, decorated store? Not especially! Though decorations draw people, these shouldn’t be your main worries.

Optimize Inventory Management

One of the most crucial things you can do is regulate inventory. Make sure your inventory syncs in real-time: track supply levels and project demand with Shopify apps.

Analyzing your inventory will help you estimate when products will run out. When we do not closely monitor supply, we might order extra goods. In the near run, it may leave you short on funds. Inventory overages over time also cause losses from old, expired, and generally unsellable goods. With the proper supply, you can accurately complete orders. It will lead to repeat business and better customer relationships. Proper inventory management can make a lot of things easier for you.

Set Purchase Limits

Setting purchase limits can be a great solution to overselling. One of the most obvious importance of minimum and maximum order quantities is increased sales. Suppose, you set a minimum quantity of products that your customers have to buy. You can sell more goods at once. Maximum order quantity will prevent overselling by setting limits on high-demand products.

It can also help you lower your production costs. You can order raw materials and supplies in large quantities. You’ll secure better prices from suppliers. An MOQ policy also helps to forecast more accurately. You can predict future sales volumes and plan your production and inventory accordingly. 

Streamline Order Fulfillment

Nowadays, customers’ expectations are very high regarding receiving their products. So, you have to set up an efficient order fulfillment process. It has to be according to your unique business.

Your focus should be on customers’ expectations, market demand, and your brand’s value. You can not compromise with your value to meet the expectations and demand. On the other hand, meeting the expectations is also crucial. You have to find the fine line. Follow these simple steps to achieve a more streamlined fulfillment process – 

• Let customers track their orders
• Make sure you train your inventory manager properly
• Provide your workers with achievable goals
• Consider your supply chain visibility
• Implement an innovative warehouse system

Automate Repetitive Tasks

Automation handles tasks faster and more consistently. You can fulfill more orders in less time. It minimizes human error, leading to more satisfied customers. It eliminates time-consuming manual tasks. You’ll be able to handle high-volume orders without additional staff. Automation can lead to significant labor, inventory management, and shipping cost savings.

Set up Shopify Flow to automate tasks. It’ll notify customers of shipping delays or update inventory across multiple sales channels. It is available on advanced plans.

Organize Orders Efficiently 

Efficient order organization is crucial for processing wholesale orders smoothly, especially when dealing with large volumes.

Order Tags

Order tags allow you to categorize and label orders for better tracking and prioritization. Use software to automate the tagging process. You can create custom tags for orders, such as:

• Priority: Tag high-value or time-sensitive orders with “Urgent” or “VIP.”
• Location: Add tags like “West Coast” or “International” to group orders by shipping destinations.
• Shipping Method: Use tags like “Express” or “Standard” to streamline fulfillment.

These tags help you quickly identify specific orders without manually reviewing each one. It makes order management easier.

Batch Processing

Batch processing is where you group similar orders and process them together. This can be particularly useful when dealing with high volumes, allowing you to streamline packing and shipping operations. Software that supports batch processing can help you generate bulk shipping labels, pick lists, and invoices, making it easier to handle large orders simultaneously. Think of it as turning a mountain of individual tasks into a few manageable hills.

Prioritization Logic

Not all requests can be treated equally when the order volume is high. Using prioritization logic in your software can help you identify and process the most urgent orders first. This might include orders with expedited shipping, high-value items, or orders from VIP customers. The software can automatically sort and highlight these orders, ensuring they are fulfilled promptly and keeping your most important customers satisfied.

Set Up Custom Views for Your Team

Create custom views in the Shopify admin panel tailored to your team’s roles. For example, your fulfillment team can view only “Unfulfilled Orders,” while the billing team focuses on “Pending Payment” orders. It will help each team focus on their specific tasks without distractions.

Leverage Bulk Order Apps

There are many apps available in Shopify app store. These apps make things easier. You can limit the total number of products your customer can order with a bulk order app. Customers have to buy the preset number of products. You can control the minimum or maximum limit of variants of the order. Another restriction applies on the total value of the order. These apps are compatible with many devices.

Enhance Communication with Customers

Effective management of high-volume orders and tight turnarounds depends on a customer-centric strategy. Imagine yourself in your client’s place and work to grasp their particular requirements, preferences, and problems. Gain a thorough awareness of their company goals and how your products help them to succeed.

Engage your clients actively throughout the order’s lifetime. This kind of communication will balance any presumptions or doubts during the project. This helps you and your staff concentrate on the work without distractions. Tell them about developments in your work, warn them of any problems or delays, and work closely to identify answers.

Get client comments constantly and apply them to guide changes in your procedures. Frequent customer satisfaction surveys help you to handle any issues or complaints quickly. You will establish yourself as a trustworthy partner by consistently providing outstanding quality, dependability, and customer service. It will build long-term relationships.

Monitor and Optimize Performance

It is crucial to monitor key performance indicators (KPIs) to assess how well the order management strategy is working. 

• Order Cycle Time.
• Order Accuracy Rate.
• Order Fill Rate.
• Order Return Rate.
• Order Processing Cost.
• Inventory Turnover.
• Order Backlog.
• On-Time Delivery Performance.
• Order Lead Time.
• Customer Satisfaction Score.

KPIs, including order accuracy rate, processing time, and customer happiness, can offer insightful performance analysis and pinpoint areas needing work.

Frequent review of the order management system helps companies spot opportunities for development, inefficiencies, and bottlenecks. Businesses can constantly increase their capacity to handle high order volumes properly by making required changes, including new technology implementation, process updates, or staffing level modifications.

Turning Order Management Challenges Into Opportunities

1. Inventory Stockouts
2. Shipping Delays
3. Managing Customer Expectations
4. Scaling Customer Support
5. Errors in Order Processing

Inventory Stockouts

Overselling or orders being unfulfilled can result from selling out too soon. If you cannot meet your clients’ needs, they may turn to your competitors. You’ll lose customers. Utilize software to alert clients when products become accessible once again. Demand can be predicted using inventory forecasting so that you are ready for anything.

Shipping Delays

Your delivery procedure may become overloaded with more orders. Shipping delays are something no one will put up with, especially since online buying is becoming increasingly common. Collaborating with several shipping companies can decrease reliance on a single provider. Use applications for real-time tracking and set up shipping updates automatically.

Managing Customer Expectations  

Customer annoyance might result from delays or problems during high-volume sales. These problems may damage the perception of your brand. Customers should receive proactive email and SMS updates from you. Goodwill gestures can include personalized discounts or incentives for orders that are delayed.

Scaling Customer Support

When you accept large orders, you will receive more questions concerning orders and shipment. If you cannot satisfy them with your responses, they may decide to quit your store. Use a FAQ website or chatbot to respond to frequently asked inquiries. For effective customer ticket management, use Zendesk or Shopify Inbox. 

Errors in Order Processing

Customers may get unhappy as a result of shipping or packing errors. Use verification applications or barcode scanners to double-check orders. Develop SOPs (Standard Operating Procedures) and train your staff for order processing.

Additional Tips For Managing High-Volume Orders in Shopify

1. Prepare for Traffic Surges
2. Offer Multiple Payment Options
3. Create a Backup Fulfillment Plan
4. Optimize Returns Management
5. Upsell and Cross-Sell in Bulk Orders

Prepare for Traffic Surges

Bulk orders can be a double-edged sword. On one hand, they can drive significant traffic to your website. Conversely, if your site isn’t ready to handle the surge, slow loading times can frustrate visitors and lead to abandoned carts. It can happen especially during flash sales.

To avoid this, testing your website’s speed and capacity is crucial. Tools like Shopify’s built-in analytics or third-party options can help you identify bottlenecks. Simple steps like optimizing image sizes and using a Content Delivery Network (CDN) can make a big difference in keeping your site running smoothly, even under pressure.

Offer Multiple Payment Options

Imagine this scenario: A customer finds five items they love, adds them to their cart, and heads to checkout—only to discover their preferred payment method isn’t available. Frustrated, they leave your site and take their business elsewhere. Sound familiar?

To prevent this, offering multiple payment options is key. When customers can complete their purchase using their preferred method, you’re more likely to close the sale and boost your conversion rates. Make sure to integrate popular payment gateways like PayPal and Stripe and local payment systems that cater to your target audience. This way, you can handle a transaction surge without losing potential customers.

Create a Backup Fulfillment Plan

In the B2B wholesale industry, delays and interruptions are often unavoidable. Whether it’s an unanticipated shortfall of inventory, a delivery issue, or a problem with your supplier, things don’t always go as planned. So, having a strong backup fulfillment plan is essential, not just a nice-to-have.

Set up backup warehouses or other suppliers in advance so they can step in if your main ones fail. Also, don’t put all your eggs in one basket when it comes to shipping. By collaborating with several carriers, you can avoid expensive delays.

A carefully considered backup plan keeps your business operating efficiently, improves client relations, and guarantees you never lose.

Optimize Returns Management

Poor return policies can discourage repeat customers. Talk about your policy. Transparency is the key to customer trust. Simplify the returns process with clear instructions and return labels. Use Shopify apps to streamline returns.  

Upsell and Cross-Sell in Bulk Orders

Upselling and cross-selling are two business strategies to provide maximum value to customers and increase revenue. Upselling encourages customers to purchase a comparable higher-end product than the one in question. Cross-selling invites customers to buy related or complementary items. High-volume buyers are more likely to add extras. Recommend complementary products during checkout or via post-purchase emails.

Final Word

In conclusion, managing high order volumes effectively is crucial for businesses to maintain customer satisfaction and operational efficiency. By understanding the challenges, implementing the right strategies, investing in staff training, leveraging technology, and utilizing inventory control systems, businesses can streamline their order management processes and thrive in the competitive e-commerce landscape.

High-Volume Orders FAQ