The job of the system
An order is more than a bouquet and a price. It includes a particular occasion, recipient, design, budget and deadline. Those details can change after the first conversation.
This system is intended for an independent florist selling customised bouquets through WhatsApp, Instagram and a website. The owner handles enquiries, with one or more people helping to prepare or deliver orders. It keeps the agreed bouquet design, payment, card message, delivery details and later changes together so everyone works from the same information.
Consider a customer who requests a RM180 pastel bouquet for Saturday. They later change the delivery address, revise the card message and agree to replace an unavailable flower. The system should make the final instructions immediately clear to the person preparing the bouquet and the person delivering it.
1. Capture the customer’s request
Customers open a branded enquiry page from the florist’s social profile or a link shared in chat. They can choose an existing arrangement or request a custom design.
| Information | Details |
|---|---|
| Arrangement | Selected bouquet or custom request, size, preferred colours and reference photo |
| Budget | Customer’s intended spend, with delivery shown separately |
| Occasion | Birthday, graduation, anniversary, condolence or another occasion |
| Fulfilment | Requested date, delivery or self-collection, and preferred delivery window |
| People | Purchaser and recipient names and contact details, recorded separately |
| Personalisation | Exact card message, sender name or anonymous gifting preference |
| Location | Address, postcode, building or unit, and access instructions |
Submitting the form creates an enquiry, not a confirmed booking. Staff can also create the enquiry while talking to a customer, so the customer does not have to repeat details already provided through chat.
2. Confirm what the florist can deliver
The florist reviews the request against available flowers, preparation capacity and delivery coverage. They then send the customer an order-confirmation link containing:
- The agreed arrangement, size and colour direction
- The reference image, with any agreed differences explained
- Item price, delivery fee and total
- Confirmed date and delivery window or collection time
- Card message and recipient details
- Substitution preferences and the florist’s change and cancellation terms
The customer accepts that version or requests a correction. The system records the accepted details and time.
For substitutions, the customer might allow similar flowers within the agreed colour palette or require contact before a significant replacement. The florist controls which options it offers.
3. Confirm payment and release the order
The customer pays using the florist’s configured payment method.
With a manual QR or bank-transfer flow, uploaded proof is marked awaiting verification. Staff checks the actual receipt of funds before marking it paid. A supported payment integration could automate this later.
Payment and production statuses remain separate. Staff releases the order for preparation once the shop’s requirements are satisfied, including any agreed deposit.
4. Prepare from one current job sheet
The florist’s daily workspace organises confirmed orders by fulfilment date and urgency. Each order opens a mobile-friendly, printable job sheet showing the agreed design, reference photo, exact card text, preparation deadline and relevant instructions.
Staff moves the job through a simple sequence:
Confirmed → Preparing → Ready → Dispatched or Collected → Completed
Unresolved issues appear prominently: a missing recipient number, payment awaiting verification or a substitution awaiting approval.
If the customer requests a change after confirmation, the system records it as a pending change. Staff checks whether it is still possible and whether the price changes. Once approved, the current job sheet updates and the previous version remains available. Someone already preparing the bouquet receives a clear change flag.
5. Hand over and complete the order
For delivery, staff generates a delivery slip containing the recipient, address, contact number, delivery window and access instructions. It excludes the purchase price and internal discussion.
The florist records the driver or courier reference and marks dispatch. Delivery can then be recorded as completed or needing attention, for example when the recipient is unavailable or the address is incorrect.
For self-collection, staff records the handover. A finished-bouquet photograph can be attached when useful, without making photography or customer photo approval mandatory for every order.
Role-specific information
Everyone works from the same order, but each view serves a different purpose.
| Person | What they need |
|---|---|
| Customer | The arrangement, agreed differences, price, fulfilment time, recipient details, card message, substitution preference and terms |
| Bouquet maker | The current design, reference photo, exact card text, preparation deadline, approved substitutions and change flags |
| Delivery person | The recipient, contact number, address, delivery window, access instructions and courier reference |
The delivery view does not include the purchase price or internal discussion. Preparation staff sees production instructions, while the owner manages settings and payments.
What the first version includes
The first version consists of:
- Branded enquiry page
- Customer confirmation page
- Payment-verification record
- Daily preparation board
- Revision history
- Delivery slip
Stock availability checks and courier booking can remain manual initially. Where practical, the system should connect with an existing store to avoid duplicate order entry.
How to demonstrate its value
The demonstration follows one order from enquiry through delivery, including an address change and a flower substitution. At each stage, it shows that the customer, bouquet maker and delivery person receive the correct final information for their role.
The initial measures are:
- Administrative minutes per order
- Repeated requests for missing details
- Rework caused by outdated instructions
Those results determine whether the system earns its place in the florist’s daily work.