Order Checkout Guide
Complete walkthrough for placing orders with delivery and payment through AI chat
Quick Start
When you see an "Order via Chat" button on a product page:
- Add items to your cart
- Click "Order via Chat"
- Tell the chatbot your delivery/pickup preference
- Provide delivery address (if delivery)
- Choose payment method
- Upload payment proof or confirm cash payment
- Receive reference code
The chatbot guides you through each step!
For Customers
How to Place an Order
1. Browse and Add to Cart
- Browse products from the shop
- Click "Add to Cart" for each item you want
- View cart summary with prices and total
- When ready, click "Order via Chat" button
2. Order Starts in Chat
The chatbot says something like:
"Hello! I see you want to order. Let me help you complete this order."
The chatbot will show your cart items and total.
3. Choose Delivery or Pickup
The chatbot asks:
"Is this for delivery or pickup?"
- Delivery: Items will be delivered to your address (includes delivery fee)
- Pickup: You'll collect items from the shop
- Dine-in (if available): Eat at the shop
Reply with your preference.
4. Provide Delivery Address (if Delivery)
If you chose delivery, provide your full address:
Include:
- Street name and house number
- Barangay/village name (e.g., "Barangay Burol, Kawit")
- City/town
- Province
- Plus landmarks if helpful (e.g., "Near the old church")
Example response:
"123 Aguirre Street, Barangay Pulong Sta. Cruz, Kawit, Cavite, near the Jollibee"
The chatbot confirms your address.
5. Confirm Order Summary
The chatbot displays:
Order Summary:
- Putocheese Cake × 2 — ₱600
- Leche Flan × 1 — ₱150
Subtotal: ₱750
Delivery: ₱50
─────────────────
TOTAL: ₱800
Confirm this looks correct.
6. Choose Payment Method
The chatbot asks:
"How would you like to pay?"
Available options (set by the shop):
- GCash - Mobile wallet (screenshot payment)
- PayMaya - Digital payment (screenshot)
- Bank Transfer - Via BDO/BPI/etc (screenshot)
- Cash on Delivery (COD) - Pay the driver/pickup
- Cash - Pay at pickup
If Digital Payment (GCash/PayMaya/Bank Transfer)
Payment Instructions
The chatbot provides instructions:
"Send ₱800 to GCash number 0917-123-4567 (Juan Dela Cruz)"
Or for bank transfer:
"Transfer ₱800 to BDO Account 1234-5678-90 (Putocheese Shop)"
Follow the instructions exactly.
Upload Payment Screenshot
After sending payment, the chatbot says:
"Great! Please send me a screenshot of your payment confirmation so I can verify."
To upload:
- Take a screenshot of your successful payment (shows amount, reference number, time)
- Click the upload/paperclip button in the chat
- Select the screenshot image
- Send it in the chat
The chatbot confirms:
"Payment proof received! We'll verify your payment and confirm your order shortly."
Don't share your PIN or full account number—just the proof of payment.
If Cash Payment (COD or Pickup)
The chatbot confirms:
"Perfect! Please have ₱800 ready for the delivery driver / at pickup."
No screenshot needed—pay in cash when order arrives or you pick up.
7. Order Confirmation
The chatbot provides:
✅ Order Confirmed!
Reference Code: BKG-ABC12
Date: Feb 9, 2:15 PM
Total: ₱800
Your order will be [delivered/ready for pickup] by [estimated time].
Keep your reference code for tracking.
Save this reference code (BKG-ABC12)—use it if you need to contact the shop.
Your cart is automatically cleared, ready for your next order!
Tips & Best Practices
✅ Do:
- Include landmarks in your delivery address
- Screenshot payment proof from your banking app (shows amount + time)
- Save the reference code
- Follow payment instructions exactly
❌ Don't:
- Share your banking PIN or passwords
- Edit or crop payment screenshots (shop needs to see transaction details)
- Order items no longer in stock (ask the chatbot first)
- Share payment links with anyone
Frequently Asked Questions
Q: What if I made a mistake with my delivery address? A: Contact the shop with your reference code (BKG-ABC12) immediately. They can update it if delivery hasn't started.
Q: How long until my order arrives? A: The chatbot provides an estimated time. This depends on prep time + delivery distance. Chat with the business owner for updates.
Q: My payment screenshot upload failed. What do I do? A: Try again or contact the shop with your reference code and manual payment proof (show transaction in your banking app).
Q: Can I cancel my order? A: Contact the shop immediately with your reference code. Cancellation depends on whether they've started preparing.
Q: Why is there a delivery fee? A: The shop charges a flat delivery fee. This is set by the business and shown before you confirm payment.
Q: What if my GCash/PayMaya fails? A: The shop won't see payment proof. Contact them with your reference code and try a different payment method.
Q: Is my payment screenshot private? A: Yes. Only the shop owner can see it, and only to verify your payment. It's not shared with other customers.
For Business Owners
How to Configure Order Settings
Navigate to Booking Settings for each chatbot:
1. Order Type
Set whether customers can choose:
- Delivery - Add delivery fee, set delivery time estimate
- Pickup - Customers collect from you
- Dine-in - Customers eat at your location
- Appointment - Standard booking (no products)
2. Delivery Settings
If offering delivery:
- Delivery Fee - Flat rate (₱50, ₱75, etc.)
- Preparation Time - How long to prep orders (30 min, 1 hour)
- Delivery Time - Estimated delivery duration (30 min, 45 min)
3. Accepted Payment Methods
Enable the payment methods you accept:
- ☑ GCash - Provide your GCash number
- ☑ PayMaya - Provide your PayMaya email
- ☑ Bank Transfer - Provide bank account details
- ☑ Cash on Delivery - No payment proof needed
- ☑ Cash - For pickup orders
4. Payment Instructions
For each digital payment method, provide instructions:
| Method | Example |
|---|---|
| GCash | "Send to 0917-123-4567 (Juan Dela Cruz)" |
| PayMaya | "Send to 0918-999-8888 (Putocheese" |
| Bank Transfer | "BDO Account 1234-5678-90 (Putocheese Shop)" |
These appear in the chatbot conversation!
How to Manage Orders
1. View Orders Dashboard
Go to Bookings page → List view
Each order shows:
- Guest Name - Who ordered
- Reference Code - BKG-ABC12
- Date & Time - When scheduled for delivery/pickup
- Status - Pending, Confirmed, Completed
- Payment Status - Unpaid, Proof Sent, Paid, Refunded
- Order Total - ₱800
2. Review Payment Proof
When a customer uploads a payment screenshot:
- Click the order in the dashboard
- Scroll to "Payment" section
- See "Proof Submitted" badge
- Click image to view full screenshot
Verify:
- Amount matches order total (₱800)
- Reference number is visible
- Transaction time is recent
- Payer name matches customer
3. Confirm Payment
After verifying the screenshot:
- Click "Confirm Payment" button
- Payment status changes to "Paid"
- Timestamp recorded (paymentConfirmedAt)
You can now proceed with order fulfillment.
4. Update Order Status
Click order → Select status from dropdown:
- Pending - Order received, not started
- Confirmed - Payment confirmed, order approved
- Completed - Order delivered/picked up
- Cancelled - Order cancelled by customer or shop
5. Cash on Delivery Orders
For COD/cash orders:
- Order shows "Unpaid" status
- Prepare and deliver/have customer pickup
- Collect cash payment
- Click "Confirm Payment" in dashboard
- Status changes to "Paid"
Payment Status Guide
| Status | Meaning | Action |
|---|---|---|
| Unpaid | No payment received yet (COD or pending) | Collect payment |
| Proof Submitted | Customer uploaded payment screenshot | Review and confirm |
| Paid | You confirmed payment | Proceed with fulfillment |
| Refunded | You marked as refunded (future feature) | Issue refund |
Tips for Shop Owners
✅ Do:
- Verify each payment screenshot shows correct amount and customer
- Set realistic preparation + delivery times
- Update order status as you prepare items
- Communicate delays to customers via their reference code
- Keep payment proofs for 30 days (record-keeping)
❌ Don't:
- Confirm payment without reviewing screenshot
- Change order details after payment (ask customer first)
- Leave orders stuck in "Pending" status for hours
- Forget to update status when order is completed
FAQ for Business Owners
Q: Can I require a specific payment method? A: Yes. Configure which methods you accept in Booking Settings. Only enabled methods appear to customers.
Q: What if a customer claims they paid but didn't upload proof? A: Ask them for their transaction reference number. You can verify independently in your banking app, then confirm payment manually.
Q: Can I adjust the delivery fee per order? A: Not yet. The fee is flat per business setting. Contact support to change it.
Q: What happens if I don't confirm payment for days? A: Orders stay in "Proof Submitted" status. Consider confirming within a few hours so customers know their order is approved.
Q: Can customers place orders without payment info? A: Not for this workflow. They must select a payment method. For offline orders, use manual booking creation.
Q: How are payment screenshots stored?
A: In Supabase Storage under payment-proofs/ folder. Only you and team members with dashboard access can see them.
Troubleshooting
Customer Issues
"The chatbot won't let me upload the screenshot"
- Check: Image is JPEG, PNG, or WebP
- Check: File size is under 5MB
- Check: Using the chat file upload button (paperclip icon)
- Solution: Try a different image format
"I provided my delivery address but it's wrong"
- Solution: Contact the shop with reference code (BKG-ABC12) immediately
- They may update it if delivery hasn't started
"My payment method isn't showing"
- Reason: Shop doesn't accept that method
- Solution: Choose a different payment method or contact the shop
Shop Owner Issues
"Payment proof image won't load"
- Solution: Refresh the page
- Check: Customer provided a valid image URL
- Note: Only JPEG/PNG/WebP supported
"I see 'Proof Submitted' but no image"
- Reason: Payment proof upload failed silently
- Solution: Contact customer to retry upload with their reference code
"Order total doesn't match payment screenshot"
- Solution: Check if delivery fee was included in quote to customer
- If mismatch, contact customer to clarify