Illustrative example. All records below are invented.
Order handoff map: illustrative example
Where an order can lose information between systems and people, and what we would carry forward, automate, or keep human.
1Quote approved
Where it breaksApproved spec lives in an email thread.
What should carry forwardThe exact spec and price.
Automate or keep humanAutomate: copy spec into the order record. Human: the approval itself.
2Order entered
Where it breaksRetyped by hand, details dropped.
What should carry forwardCustomer, spec, delivery date.
Automate or keep humanAutomate: pre-filled order from the quote. Human: exceptions.
3Supplier confirmed
Where it breaksChanges by phone never reach the order.
What should carry forwardConfirmed quantity and date.
Automate or keep humanAutomate: alert when confirmation differs from order. Human: negotiating changes.
4Picked and shipped
Where it breaksWarehouse works from a stale version.
What should carry forwardLatest spec and notes.
Automate or keep humanAutomate: warehouse view that always shows the current version. Human: damaged or short picks.
5Invoiced
Where it breaksInvoice does not match what shipped.
What should carry forwardShipped quantities and agreed price.
Automate or keep humanAutomate: draft invoice from shipment record. Human: disputes.
| Order number | Customer | Spec detail | Status | Gap found |
|---|---|---|---|---|
| SAMPLE-0001 | Sample Customer A | Part X, 40 units, finish B | Shipped | Order says finish A; approved quote said finish B |
| SAMPLE-0002 | Sample Customer B | Part Y, 12 units, rush | Supplier confirmed | Supplier moved the date by phone; order not updated |
| SAMPLE-0003 | Sample Customer C | Part Z, 200 units | Invoiced | Invoice shows 200; 180 shipped |
Five questions we'd ask you
- Which system holds the order?
- Who approves changes?
- Where do specs live?
- How are returns handled?
- How often do handoffs get corrected?
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