Orders Management
Every storefront order flows through a clear lifecycle from submission to settlement. This guide covers how to view, manage, and settle orders from your admin dashboard.
Order Lifecycle
Every order follows a predictable path from customer submission through final settlement:
Orders can also be cancelled from early states (before the container is on-site).
Auto-Confirm: Orders confirm automatically when submitted (or when payment clears via Stripe).
Auto-Dispatch: Confirmed orders create delivery jobs on your dispatch board — no manual re-entry.
Customer-Initiated Pickup: Customers request pickup through their tracking page or by texting PICKUP.
Auto-Settlement: When a dump ticket is captured, the final invoice is calculated automatically.
Orders List
Navigate to Orders in the sidebar to see all storefront orders. The orders list is your central hub for monitoring every order across its lifecycle.
Filtering and Search
Filter by status using the tabs at the top of the list: All, Submitted, Confirmed, Scheduled, Active, Pickup Requested, Completed, and Cancelled. Use the search bar to find orders by order number, customer name, phone number, or address.
What Each Row Shows
Each order row displays the essential information at a glance:
- Order number — unique identifier for the order.
- Status badge — color-coded to indicate where the order is in its lifecycle.
- Customer contact — name, phone, and email.
- Container size — the yard size of the dumpster ordered.
- Price — the quoted price at the time of order.
- Requested date — when the customer wants delivery.
Morning Brief Card
At the top of the orders list, an expandable morning brief card shows a summary of your current order state: how many orders are submitted (awaiting confirmation), active (container on-site), pending pickup, and overdue. This gives you a quick pulse check without scrolling through individual orders.
Pagination
Orders are paginated at 25 per page. Use the navigation controls at the bottom of the list to move between pages.
Order Detail
Click any order in the list to see its full detail page. The detail view gives you everything you need to understand and act on an order.
Header and Primary Actions
The header shows the order number, status badge, and a primary action button that changes based on the current status:
"Confirm Order"
"Mark Delivered"
"Request Pickup"
Order Timeline
A visual progress bar tracks the order from submitted through completed, showing timestamps at each stage. This makes it easy to see exactly where an order stands and how long it has been in each state.
Customer and Delivery Info
The detail page displays the customer's name, phone, email, delivery address, access notes, requested delivery date, and any time window preferences.
Service Details
Container size, offering name, material (if applicable), rental period, base price, fee breakdown, and the total quoted amount are all shown in the service details section.
Linked Jobs
Delivery and pickup job cards appear on the detail page, showing the assigned driver, truck, and current status. These link directly to the dispatch board so you can see the job in the context of the full route.
Settlement Section
After an order is settled, the detail page shows the actual weight from the dump ticket, the dump ticket number, any overage charges (weight or rental), and the final total billed to the customer.
Confirming and Delivering
Most of the time, the order lifecycle runs automatically. But when you need manual control, these actions are available on the order detail page.
Confirming an Order
Click Confirm Order on a SUBMITTED order. This triggers automatic job creation: a DELIVERY job is added to your dispatch board for the requested date, ready for optimization and assignment.
Marking Delivered
When the driver has placed the container on-site, click Mark Delivered on a SCHEDULED order. This starts the rental period and notifies the customer.
- Optional: Enter a container or box number for tracking.
- What happens: The rental clock starts, the customer receives an SMS and email confirmation, and the order moves to ACTIVE status.
Tip: Automatic Transitions
In most cases, you will not need to manually confirm or mark delivered. The dispatch board handles these transitions automatically when drivers complete their jobs. These buttons are available for manual override when needed.
Cancelling Orders
Orders can be cancelled before they reach ACTIVE status — that is, before the container has been delivered to the customer's site.
- Click the Actions menu on the order detail page and select Cancel Order.
- Provide a cancellation reason (required). This is recorded for your records and included in customer notifications.
- Optionally enter a cancellation fee amount if your policy charges for late cancellations.
- After cancellation, the linked delivery job is also cancelled automatically, and the customer is notified.
Important: Active Orders Cannot Be Cancelled
Once an order is ACTIVE (container delivered to the site), you cannot cancel it. Follow the normal pickup flow instead. This prevents orphaned containers sitting on customer sites without a pickup job.
Dump Tickets
When a driver takes a load to the dump site, a dump ticket records the actual weight of the material. This weight data drives the settlement calculation, determining whether the customer owes overage charges or receives a credit.
Three Capture Methods
Manual Entry
Type in the gross weight and tare weight. The system calculates net weight automatically. Best for when drivers have a printed ticket in hand.
Photo OCR
The driver photographs the dump ticket. Klau extracts weight data using AI. Review the results and correct any misreads before finalizing.
Scale API
Direct integration with dump site scale hardware for automatic weight capture. No manual entry or photos needed. Coming soon.
Verification
After capturing a dump ticket (especially via Photo OCR), review the extracted data and correct any errors before finalizing. Once verified, the dump ticket links to the corresponding order automatically and triggers the settlement process.
Settlement
Settlement is the process of calculating the final invoice amount after the job is complete. It turns the quoted price into an actual charge based on what really happened on the ground.
Auto-Settlement
When a dump ticket is captured and linked to an order, Klau automatically calculates the final total:
Base Price
The original quoted price snapshotted at order time.
Fee Line Items
Regulatory, environmental, fuel surcharge, and other fees snapshotted at order time.
Weight Overage
Actual weight minus included weight, charged per the offering's overage rate.
Rental Overage
Days beyond the included rental period, charged at the daily overage rate.
Credits
Redemption value materials reduce the total (hauler pays customer or free pickup).
Final Total
The net amount after all adjustments. This is what the customer is charged.
Atomic Settlement
Settlement is atomic: even if triggered twice (for example, by a duplicate dump ticket event), the order is only settled once. Klau uses a database-level guard to prevent double-settlement.
Manual Settlement
Navigate to Storefront > Settlements to see orders that need human review. From here you can:
- Override weight if the dump ticket is disputed or incorrect.
- Adjust totals for special agreements or negotiated rates.
- Settle with corrected values to finalize the order.
Customer Notifications
Klau automatically sends notifications at key points in the order lifecycle. You do not need to manually message customers — every touchpoint is handled for you.
Order Confirmed
SMS and email with a tracking link so the customer can follow their order.
Delivery Complete
SMS and email confirming the container is on-site and the rental period has begun.
Rental Warning
SMS near the end of the rental period warning about upcoming overage fees.
Pickup Complete
SMS and email confirming the dumpster has been picked up and the order is complete.
Company Branding
All messages use your company name branding. Customers see messages from your business, not from Klau. This keeps the communication professional and consistent with your existing customer relationships.
What's Next?
You now understand how to view, manage, and settle storefront orders. Here are recommended next steps to get the most out of the order lifecycle.
Storefront Setup
Configure your storefront, service offerings, pricing, and materials to start accepting orders.
Storefront Operations
Day-to-day storefront management: availability, demand shaping, and operational workflows.
Waste CRM
Customer health scores, relationship management, and automated follow-ups.
Dispatcher Guide
Optimization, drag-and-drop assignment, chaining, and real-time dispatch operations.
Orders Run Themselves
From submission to settlement, Klau handles the lifecycle automatically. Your job is to review exceptions, not manage every order. Focus on dispatch — Klau handles the paperwork.