Ordermatic

A structured workflow for your WhatsApp and email orders

Prepared for VitaCare Pharmacy, based on a review of your live conversations.

Working demo inside VitaCare Group · Rondebosch

Observed

What we observed from your conversations

~100–120 WhatsApp messages a day, plus email, across 3–4 separate numbers (main, clinic, salon, blister).
About 20 messages already waiting by 8am, sent overnight.
Four people working one number, first-come-first-served, with no view of who is handling what.
Replies take 1–2 hours. By the time an order is ready, the delivery window has often passed.
Your stated targets: under 45 minutes to dispense-ready, around 2 hours start to delivery.

“By the time they reply, the guy's on his way to work or in the shower. Then everything is backlogged, and it has a knock-on effect for the rest of the day.” — VitaCare, on the call

The underlying cause

It isn't a staffing problem. It's a missing system.

There is no structured workflow to move a conversation from "message received" to "ready to dispense."
The team is switching between two separate tools — WhatsApp and the email platform — with no single place that holds the order.
Plain WhatsApp cannot route, assign, prioritise, or track. So a simple "what time do you deliver?" takes the same effort as a full chronic script.

The aim of this project

Put one structured workflow layer over all your channels, so every order has a clear place, owner, and state.

Priority 01

Combine all inboxes into one place

This is the change that would provide the most value to you, and it is the quickest to put in place.

01

Priority 01 · What it does

One workspace for every conversation

All WhatsApp lines and email come into one place, so the team is not switching between platforms.
Multiple agents can work at once, each with their own login, on any device.
Each message is routed to the right area: dispensary, front-shop, blister, clinic, or salon.
Every conversation has a clear state and owner — assigned, in progress, snoozed, or resolved.
Urgent items can be prioritised, scheduled deliveries set for later, and non-responders brought back automatically.

“We need little boxes so we don't cause more delays… a triage facility to prioritise.” — VitaCare, on the call

Priority 01 · The order board

From a chat thread to a tracked order

Instead of copying orders from WhatsApp onto paper, each order moves through stages: New → Confirmed → Dispensing → Packed → Out for delivery → Delivered.
Moving an order to the next stage notifies the customer automatically.
Managers can see all orders at once: who is working on what, what is urgent, what is waiting.
From any order, you can jump back into the live conversation to reply.

Live demo

Combined inbox & order board — try the conversations, filters, and the board.

Interactive — click around

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