Customer Order Tracking & History
Improve customer service and transparency, and reduce service calls with this secure, always-current order status and account statement. Start a new row for each order, then attach orders, invoices, shipping details, and payment acknowledgement.
Template design and key features
Enter the customer name, account number, billing address and contact info at the top of the sheet
Enter customer orders in the Primary Column (used for Smartsheet automated emails)
Add the order date using the date picker
Enter the ship date using the date picker
Add the shipping method and details
Enter the invoice amount — a formula calculates the total account balance at the top of the sheet
Add the date the invoice was sent to the customer
Record the terms of payment for each invoice
Check off the checkbox when customer payment has been received
Store orders, invoices & shipping info
Alerts & Reminders
Set alerts for key dates & sheet changes
Log customer details, comments, & notes
Enable Gantt view to see a timeline
View & edit orders in a calendar
Organize orders into collapsible sections
Collaborate in real-time with customers
Request updates on invoice status
Collect customer order requests
View & update your tracker on the go
Sharing with different access levels
Sharing Your Sheet
Share your sheet
Begin collaborating with your customers by sharing your sheet or confirming their request to be shared. When Sharing, select the desired editing permissions for each new collaborator.
- Viewer: can view and export the sheet, but can't make any data changes
- Editor: can edit the row data
- Admin: can manage the sheet and dependency settings
Build a Workspace
Create a Workspace to easily share multiple sheets with the same group of people. Collaborators will have the same sharing permissions to all items in the workspace.
Lock rows & columns
Lock any column or non-blank row to prevent others from changing or deleting key information. Only the sheet owner or admins can lock or unlock columns/rows on a sheet. Sheet owners and admins can still edit locked columns/rows.
Collaborating on the order tracker with your customers
Collaborating on Sheets
Collaborate in real-time
Work simultaneously on your order tracker with everyone who is shared the sheet. Smartsheet will notify you when multiple collaborators are working on the same sheet to help you manage changes.
Click the Highlight Changes button to see all recent changes since the last time you viewed the sheet.
See a history of all cell revisions by right-clicking on the cell and selecting View History. This is helpful to see all the cell's previous values, who changed it, and when.
Call attention to key information by using Conditional Formatting rules to automatically apply formatting to cells based on the values they contain, such as Invoice Date or Paid.
Getting updates on orders & invoices from your customers
Alerts & Reminders
To set an email reminder on any order row in your sheet, select Set Reminder from the row menu. Choose the Alerts tab to trigger Reminders for the whole sheet, or to notify yourself & others of changes to the sheet.
Get automatic updates from your team
Send an update request, a special email designed to allow anyone to update rows on your sheet. Select one or more rows, then use the row menu to send a one-time or recurring request for regular updates.
Connecting with your apps
Smartsheet and Google Apps
Send Smartsheet attachments like order confirmations or receipt acknowledgments to DocuSign for e-signature, and the signed documents will be automatically uploaded back to the Smartsheet row. Built by Smartsheet Labs.
Attach your Drive files directly to customer orders in Smartsheet. Edited documents update automatically in the Smartsheet attachment, so your files are always current.
Connect Smartsheet and Google Calendar to gain a complete view of all your customer orders and highlight key dates. Overlay your Google Calendar on to your order history in Smartsheet, or publish key dates from your sheet to Google.
How to Set Up a Sheet
Columns in Smartsheet