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SweetTube Academy

Customer Workflow Checklist

Track every order from first inquiry to final follow-up — nothing falls through the cracks.

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Workflow Guide
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📋 This is the standard 7-step bakery order workflow. Use it as a reference for every order.

The 7-Step Bakery Order Flow

1

Inquiry

Respond within 24–48 hours. Gather basic details before quoting.

  • Reply to inquiry (email/DM/call)
  • Get event date, type, guest count
  • Ask about flavor and design preference
  • Note budget range if offered
2

Quote Sent

  • Price the order (ingredients + labor + overhead + profit)
  • Send quote with itemized breakdown
  • Include deposit requirement
  • Add booking deadline (hold dates only 72 hrs)
3

Deposit Received

  • Confirm deposit received
  • Block date on calendar
  • Send order confirmation with all details
  • Include cancellation + change policy
4

Design Confirmed

  • Collect inspiration photos
  • Confirm final flavors and design
  • Send design summary for client approval
  • Note any allergies or dietary needs
5

Baking & Production

  • Order/prep supplies and ingredients
  • Schedule baking day(s)
  • Bake and decorate per order
  • Box and label order
6

Pickup / Delivery

  • Send day-before reminder to client
  • Collect balance due before handoff
  • Take final product photo before release
  • Provide care instructions
7

Follow-Up

  • Check in 1–2 days after event
  • Ask for photo / review
  • Save client to your contact list
  • Note repeat booking potential