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Work Order Management for Quilt and Sewing Stores

by | Apr 9, 2024

If you run a quilt and sewing store, you likely need to handle special orders like maintenance, customizations, servicing, alterations, or repair services for specific sewing product lines and brands. Effective and streamlined work order management is essential to avoid backlogs, ensure efficient store operations and keep customers happy. 

Effective work order management allows you to streamline, organize and manage multiple work orders simultaneously to ensure they’re quickly and effectively addressed. The best systems help integrate your store and website so you can manage, track, prioritize, and customize work orders and inventory online and offline. 

Below we explore how effective work order management can help you run your business and meet your customers’ needs.

What is Work Order Management?

Work order management involves creating, organizing, processing, and tracking maintenance or service order requests from customers. This makes it easy to manage and track work orders efficiently, and success can depend on a robust system that helps automate and elevate the process to improve your business and customer relationships. 

Work order management has traditionally been paper-based, making it time-consuming and prone to challenges like errors and delays. Creating work orders by hand can be labor intensive and result in incorrect documentation. Physical copies can get lost or misplaced, and finding historical work orders from stacks of paper can be challenging. 

Such traditional methods are inefficient and unsustainable, so it’s necessary to improve work order management through computerized and integrated systems that help enhance operational efficiency while keeping up with the digitized world. An advanced point of sale (POS) system can help automate various work order management processes in quilt and sewing stores and improve order fulfillment from request to finish. 

Key Components of Work Order Management in Quilt and Sewing Stores

Customer Orders and Personalization Details

Work order management allows you to keep accurate records of customer order requests and personalization details. It makes it easier to check in customer-owned items and enter detailed descriptions of the work to be performed. You can enter multiple items and offer quotations that show dates and due charges for parts, labor, or needed servicing. 

You can customize fields to personalize work orders according to customer details, set minimum deposit rules, and collect customer deposits. 

Material Inventory

Work order management makes it easier to monitor and replenish supplies as needed. You can identify the tools and parts required for specific services or repairs and get automatic inventory updates every time a work order is completed. You can manage inventory offline or online and include serialized items with filters for brand, category, style, or vendor. This makes it easier to manage quilt and sewing store items with different color and size variants. 

An efficient work order management system ensures inventory control and eliminates instances of depleted inventory while reducing waste. Documentation of items used also ensures the additional cost of materials or parts is included in the customer invoice.


Scheduling allows balancing orders with capacity or the time the staff will spend on the work order. You can create a central hub to schedule, assign, and track labor hours and keep notes throughout the service or repair. You can also prioritize work orders depending on factors like urgency, higher cost, customer tier, existing backlogs, or specialist availability.

You can significantly reduce idle time and errors and get reports to analyze the time, supplies, parts, and technicians needed to complete work orders so you can set accurate pricing and realistic turnaround times. 

Quality Control

Work order management allows you to capture the name, contact information, and expertise of the team member completing the order. This makes assigning work order tasks based on qualifications, availability, or experience easier and avoids putting unqualified staff on complex tasks. As a result, you can maintain high standards on finished work orders by ensuring the most qualified staff works on them. 

It also allows you to create user-friendly templates that ensure staff follows defined procedures in various activities to limit subpar operations.


Work order management offers a detailed and organized log with notes on every step of the process. It maintains clear records and provides financial and operational review reports you can use to analyze the efficiency of employees and store operations. You can track the work order in real-time and know what steps are completed and gain insights into what works well or present issues.

Implementing Work Order Management in Your Store

You can implement work order management in your store through the following steps:

Evaluate existing systems and identify areas for improvement

You can use historical work order data to identify issues that occur frequently and must be addressed. It can include inefficient processes like paper-based work orders or insufficient resources that cause slow operations and negatively impact quality and productivity. 

Choosing appropriate work order management software for quilt and sewing stores

Some important considerations when choosing a work order management software include website integration that allows customers, clients, or employees to create and view work orders from anywhere. It should also allow you to pull relevant data about items or customers and offer a convenient way to keep track of work orders remotely. 

Training employees on the new system

Take time to train your staff on using the work order management system and tackle work orders accurately and confidently. You can design a set process to help your team make the right calls at the right time and identify problems and trends before they escalate.

Case Study

Salesforce research on businesses that use work order management software shows that it reduces downtime and costs and is a vital part of the overall business strategy. Successful use cases on services like maintenance, fixes, and repairs show that technology and digital-first tools are necessary to get a complete view of your operations data, optimize and automate schedules and workflows, enhance customer satisfaction and generate new revenue. 

Common Challenges in Work Order Management and Solutions

Common challenges include using outdated methods to manage work orders, resulting in miscommunication, delays, and inventory discrepancies. Best practices to prevent and solve such issues include providing all the information required to execute work orders on time and providing updates on any needed changes. Switching from manual to digital systems can also help streamline and integrate multiple processes for easier management.

The Future of Work Order Management in Quilt and Sewing Stores

Emerging trends in work order management for quilt and sewing stores include having a solid online presence as e-commerce rapidly replaces physical stores. Integrating your store with your website and using mobile apps can help in reaching a wider audience and connecting with your customers. You can track processes and monitor performance in real-time to improve and manage operations, schedules, and work efficiency. AI can also help provide interactive customer experiences, automation, and complicated requests.


Effective work order management can help you organize, streamline and manage work orders online and offline while providing convenience to your customers. You can check in customer-owned items, view detailed descriptions of the work or parts needed and create claim tags, quotes, and invoices while automating tracking to improve operations and enhance customer experience. Evaluate the work order management system of your quilt and sewing store today and upgrade to a better and more efficient solution like LikeSew’s POS solution to grow your business and revenue. 

Visit the LikeSew website for more information and learn how to get started.