Every way customers pay
Card, invoice, check, eCheck and offline payments, with partial payments, refunds and returns tracked on the order.
CardInvoiceCheckeCheckOffline
Net total$207.52
Paid · eCheck$150.00
Amount due$57.52
← All case studiesOne order desk
Case study · E-commerce operations
One order desk
for every brand and store.
A custom CRM and order management portal we built for GovBuddy, a multi-brand US company selling physical and digital products. Orders from every storefront arrive in one place, and the team handles tax, payments, subscriptions, accounting and reporting from there.
ShopifyWordPressCustom storesTaxJarQuickBooks
- brands run from one login
- 3
- brands run from one login
- storefront platforms feeding one queue
- 3+
- storefront platforms feeding one queue
- finance systems synced (TaxJar, QuickBooks)
- 2
- finance systems synced (TaxJar, QuickBooks)
- record for every order, wherever it was placed
- 1
- record for every order, wherever it was placed
The problem
Every new brand and storefront added another place to check.
01
Orders split across admins
Each brand and storefront had its own admin. Finding an order, or seeing total sales, meant checking several systems.
02
Tax and accounts entered by hand
Sales tax and accounting entries were keyed in manually, store by store, so the same sale was typed more than once.
03
Offline payments outside any system
Invoices, checks and renewals lived in inboxes and spreadsheets, away from the orders they belonged to.
The real product
Screens from the live portal.
These are real screens. Customer names, emails, addresses and transaction IDs are blurred.
Orders queue
Every order from every storefront lands here, newest first.
- Payment and shipment status on every order
- Bulk shipments, invoices and downloads
- “Take Order” for phone and manual sales
Brand switcher & search
One login covers every brand, and staff switch between them from the sidebar.
- Switch between brands in one click
- Search by date, amount, product, status or address
- Match on billing or shipping details
Order & customer
The order header shows where the order came from and whether its tax has synced.
- TaxJar sync status on every order
- Order source tracked (website, phone and more)
- Merge or change the customer and contact
Subscriptions, notes & totals
Subscriptions sit on the order, next to notes and a running breakdown of what is owed.
- Licenses, owners and expiry date for each subscription
- Public notes kept separate from private team notes
- Paid, amount due and refundable amounts side by side
Payments & shipments
A full record of money in and goods out, with returns and refunds underneath.
- Every payment with method and status
- Shipments per product line
- Returns and refunds tracked on the order
How an order moves
From checkout to the accounts, without re-keying.
Step 1
Order lands
From any store, or keyed in by staff with “Take Order”.
Step 2
Customer matched
Merged automatically with the existing customer record and history.
Step 3
Tax calculated
TaxJar rates applied and synced.
Step 4
Payment recorded
Card, invoice, check or eCheck, including partial payments.
Step 5
Fulfilled
Shipped, or licenses issued for digital products.
Step 6
Books updated
Posted to QuickBooks without re-keying.
What we built
Payments, tax, subscriptions and reports in the same system as the orders.
The cards below use sample figures to show how each feature works; they are not the client’s data.
Tax and accounting, synced
TaxJar calculates sales tax on every order. Completed sales post to QuickBooks, so the accounts team no longer re-types them.
Items subtotal$189.95
Tax · ship-to rate$17.57
TaxJar: SyncedRate applied
QuickBooks: PostedInvoice + payment
Subscriptions for digital and physical products
The portal also runs the client’s subscriptions: plans, license counts, owners and expiry dates, with renewals tied back to the customer rather than to whoever made the sale.
| Plan | Type | Licenses | Expires | Status |
|---|---|---|---|---|
| Directory Pro (Annual) | Digital | 5 | Sep 2027 | ACTIVE |
| Print Edition (standing order) | Physical | 1 | Jan 2027 | ACTIVE |
| Individual Plan | Digital | 1 | Nov 2026 | RENEWS SOON |
Public and private notes
Customer-facing notes print on invoices. Internal notes stay visible to the team only.
Payment received by eCheck. Thank you.
Renewal contact changed: confirm before invoicing.
Customer history
What each customer bought and when they last ordered, across every brand.
Orders14
Last order32 days
Brands2 of 3
Lifetime$4,180
Duplicates merged automatically or by hand.
Custom reports
Sales by productSales by brandBy customerLifetime valueLast order dateDate rangeTax collectedOutstanding invoices
Everything logged
Who changed what, and when, including returns and refunds.
- 10:36Order created from storefront
- 10:36TaxJar: rate synced
- 10:41Payment recorded · eCheck
- 11:02Private note added
- 14:18Shipment marked shipped
Returns & refunds Email & print invoices Quotes Bulk shipments Organizations & users
What changed
What the team stopped doing by hand.
Before
With the portal
Log into each store’s admin to find an order
One searchable queue across every brand
Tax worked out and entered by hand
TaxJar calculates and syncs tax automatically
Re-type sales into the accounting system
Orders post to QuickBooks
Checks and invoices tracked in email
Every payment, partial and refund on the order
Renewals remembered by whoever sold them
Subscriptions with licenses and expiry dates
Reports stitched together in spreadsheets
Custom reports by product, customer or brand
If your orders live in several admins, start here.
On a free call we’ll go through your channels, payments and accounting with you and sketch what one portal could look like. If it makes sense, you can start with a one-week trial on real work.