Describe what you sell and how customers order. Makeform turns your instructions into an online sales order form that captures buyer and billing details, product choices, quantities, delivery preferences, and the notes your team needs to confirm and fulfill each order.
Route new sales orders to email, Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a complete starting prompt, adapt the details, and send it to the Makeform builder. The example structure previews the questions to request.
Audience
Small businesses taking direct customer orders
Format
Product selection with quantity and billing sections
Prompt size
531 chars
Example form structure
Product selection with quantity and billing sections
Customer and company details
Billing and shipping addresses
Products and SKUs
Quantity for each selected product
Delivery preference and order review
Suggested routing tags
New order
Needs confirmation
Ready to fulfill
Give every product a clear name or SKU and keep quantity in a separate number field. That makes the order easier to review, total, and fulfill than a single free-text item list.
Step 1
Identify
customer, account, billing, and delivery details
Step 2
Order
products, SKUs, options, prices, and quantities
Step 3
Review
availability, totals, tax, freight, and requested date
Step 4
Fulfill
confirmed order reaches the right internal team
Why structured order intake
An email saying “send twelve more” leaves your team searching for the item, ship-to address, and promised date. A structured form requests those details together and gives everyone the same order record to review.
Present recognizable product names and SKUs, then capture quantity beside each choice. Staff can distinguish twelve individual units from twelve cases without decoding a paragraph.
Required billing contact, bill-to address, ship-to address, email, phone, and account reference reduce the follow-up needed before an order can be reviewed.
Tag submissions for confirmation, stock review, customization, or fulfillment. Notifications give the sales and operations teams a shared starting point instead of another forwarded message.
Fit the way you sell
Start with the path closest to your business. Then edit catalog choices, terminology, required fields, and internal handoff details in the builder.
Give customers a simple catalog, quantity inputs, delivery choices, and a clear review statement when you confirm each order manually.
Collect account numbers, purchase order references, case quantities, resale documents, freight preferences, and backorder instructions from retailers.
Reveal personalization questions only when relevant, including dimensions, colors, artwork uploads, proof contacts, and the requested completion date.
Let representatives hand a negotiated order to operations with customer references, quoted pricing, discount context, attachments, and fulfillment notes intact.
Build your ordering workflow
Use AI to draft the structure, then apply the catalog rules and review language that match how your business accepts and confirms orders.
Name the products or collections, identify whether buyers are consumers, account customers, or sales reps, and explain what must happen before an order is accepted.
Replace sample products with current names, SKUs, options, pack sizes, and prices. Require positive whole-number quantities and reveal customization or shipping fields only when they apply.
Configure quantity-by-price calculations where needed, label totals as preliminary when tax or freight is reviewed later, and repeat essential details before the buyer submits.
Notify the owner or sales desk and route a structured row to the team’s tracking workflow. Keep the submitted order number or reference available for later conversation.
Form vs email vs spreadsheet
Every method can record a request. The difference is how reliably it keeps customer, product, quantity, pricing context, and delivery instructions together.
Field guide
A useful form does more than ask what someone wants. These six sections create enough structure to identify the buyer, understand each line item, review costs, and hand the request to fulfillment.
Customer identity
Start with the person and business responsible for the request. Separate fields make the submission searchable and give your team reliable contacts for questions, proofs, substitutions, and delivery updates.
Billing & delivery
Small-business customers often have one accounting address and another delivery point. Ask whether the addresses match, then reveal a separate ship-to section only when necessary.
Catalog & variants
Use your customer-facing product name alongside a SKU or item code. Add structured option controls for size, color, material, pack, or service level rather than asking buyers to squeeze variants into notes.
Quantity & pricing
Collect quantity as a number tied to the chosen item and show unit pricing when appropriate. If shipping, discounts, or tax require review, distinguish a calculated product subtotal from the later confirmed total.
Review & acknowledgment
Explain whether submission is a request awaiting confirmation or an order your team can immediately process. Ask buyers to review contact, product, quantity, and address information before they send it.
Internal handoff
The customer-facing questions should feed a predictable internal review. Add hidden or internal context through your workflow for ownership, stock checks, pricing approval, and the final order reference.
Related tools
Connect sales intake with specialized ordering, quoting, invoicing, payment requests, and returns using these existing Makeform tools.
Create a buyer-facing order flow for a general online catalog.
Open toolCollect account references, bulk products, and case quantities from wholesale buyers.
Open toolStructure purchase order details when the buyer supplies an internal purchasing reference.
Open toolCollect requirements for pricing before a customer is ready to order.
Open toolGather the customer and order references needed for an invoice request.
Open toolHandle return reasons, item details, and requested resolutions after fulfillment.
Open toolFAQ
Practical answers for owners, sales teams, and operations staff moving orders out of email and into a repeatable process.
A sales order form is a structured way to record what a customer wants to buy and the details needed to review and fulfill that request. It commonly includes the customer and billing contact, billing and shipping addresses, products or SKUs, variants, quantities, unit prices, delivery preferences, and a customer reference such as a purchase order number. Your process can then add availability, tax, freight, payment terms, and a confirmed order reference.
Show a clear product name and SKU or item code, then keep its variant and quantity fields nearby. Use dropdowns for controlled options such as size, color, finish, or pack size, and number fields for quantities. State whether quantity means individual units, boxes, or cases. For a large catalog, group products by category or ask the buyer to choose a category first so the form reveals only relevant items.
You can ask the builder for unit-price fields, quantity inputs, line calculations, and a product subtotal. Review the generated calculation rules carefully, especially for tiered prices, case packs, discounts, or optional products. If tax, freight, availability, or negotiated pricing is decided later, label the displayed number as preliminary and tell the buyer that your team will send the confirmed total.
Use separate labeled fields for billing contact, bill-to address, shipping recipient, and ship-to address. Ask whether billing and shipping addresses are the same; conditional logic can hide the duplicate section when they match. For delivery, collect a phone number, requested date, method or carrier preference, and practical access notes such as receiving hours, loading instructions, or local-pickup contact. Avoid collecting payment card details in ordinary text fields.
That depends on your workflow, inventory, and terms, so the form should say exactly what submission means. If staff still need to review stock, customization, tax, shipping cost, credit, or scheduling, describe the submission as an order request awaiting confirmation. Follow up with a confirmed summary and reference after review. Add your own business terms and have them reviewed by an appropriate professional if the wording carries important contractual consequences.
Yes, if the opening question identifies the order type and the rest of the form uses conditional paths. A retail path might show single-unit quantities, wholesale can request an account number and case packs, and custom ordering can reveal artwork uploads and approval contacts. When the paths have very different catalogs, teams, or terms, separate forms may be easier to maintain and clearer for buyers.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect orders without a form or response cap on the free offering. The paid tier removes the Makeform badge. You can continue refining product choices, required questions, and order instructions as your catalog changes.
Send the buyer a clear receipt of the submitted details, then alert the person responsible for review. Check the customer account, SKU and variant, quantity, pricing, stock, requested date, delivery address, tax treatment, freight, and any customization files. Assign a consistent reference and record the confirmed status in your operating system. Email, Slack, Google Sheets, or a Zapier-connected workflow can help move the structured submission to the right team.
Replace incomplete order emails.
