Order tracking is a must-have for any print fulfillment business. It keeps customers happy, reduces errors, and improves operations. Here’s why it matters and how to do it right:

• Why It’s Important: 84% of shoppers won’t return after a poor delivery experience. Real-time tracking reduces customer anxiety, increases retention by 25%, and cuts support inquiries by 40%.
• Key Strategies:
  • Live Tracking: Use APIs for real-time updates and send automated alerts at every stage.
  • Inventory Management: Monitor stock levels, verify orders before shipping, and use barcode scanning to reduce errors.
  • Shipping Improvements: Bulk print labels, choose carriers with tracking, and handle returns efficiently.
  • Customer Updates: Create custom tracking pages, collect feedback, and offer multilingual support.
  • Data-Driven Insights: Use analytics to predict trends, automate warehouses, and track success metrics.

Quick Tip: Businesses with strong tracking systems see 25% higher customer retention and nearly 99.9% error-free order picking. Start by integrating APIs and offering clear, mobile-friendly tracking for your customers.

Printful Order Fulfillment Statuses Explained | Print-On-Demand

1. Set Up Live Order Tracking

With mobile commerce driving a significant portion of global sales ^[1], having a reliable order tracking system is essential for smooth print fulfillment operations.

1.1. Connect Through APIs

APIs are the backbone of real-time order tracking. They allow seamless communication between your order management system, production lines, and shipping carriers. To ensure your API integration works efficiently, keep these points in mind:

• Use secure authentication methods to protect data.
• Regularly conduct automated testing to ensure data accuracy.
• Prepare fallback systems to handle schema changes without disruptions.
• Maintain clear and detailed documentation for all API endpoints.

1.2. Set Up Status Alerts

Automated alerts keep customers informed at every stage of the fulfillment process. At Scalable Press, for example, notifications are sent at key milestones, providing transparency and building trust. Here’s how it works:

Status Point	Alert Type	Details Included
Order Received	Email	Order number, estimated production time
Production Start	Email/SMS	Current status, estimated completion time
Shipping	Email/SMS	Tracking number, carrier details
Delivery	Email	Delivery confirmation, feedback request

1.3. Build Mobile Tracking Pages

A user-friendly mobile tracking page is crucial for customer satisfaction. To create an effective tracking interface, focus on these elements:

• Display Key Information Clearly
  • Delivery dates
  • Courier details
  • Real-time order status
• Provide Real-Time Updates
  • Automatically refresh tracking data
  • Show a clear shipping timeline
• Ensure Accessibility
  • Place tracking details prominently
  • Include thumb-friendly buttons for easy navigation
  • Design clear and intuitive navigation paths

The tracking interface should integrate seamlessly with your systems, offering customers transparency and accuracy. For example, Scalable Press’s API integration ensures consistent updates across platforms, providing real-time order status information.

These strategies lay the groundwork for improving order and inventory management in the next steps.

2. Check Orders and Track Inventory

Efficient order checks and inventory tracking are crucial for avoiding errors and ensuring smooth operations.

2.1. Check Orders Before Shipping

Before production begins, verifying orders is a must. This process ensures accuracy and sets the foundation for effective inventory management. Here’s a breakdown of the key steps:

Verification Stage	Critical Elements	Action Required
Initial Review	Order details, quantities, specifications	Compare against the original order
Customer Data	Shipping address, contact information	Verify format and completeness
Production Requirements	Material availability, equipment needs	Check resource allocation
Pricing	Base costs, discounts, special rates	Confirm calculations

Once orders are verified, attention shifts to maintaining stock levels, which is critical for seamless order fulfillment.

2.2. Monitor Stock Levels

Keeping inventory at the right levels prevents delays and ensures customers get their orders on time. For instance, Walmart reported a staggering $3 billion loss in 2014 due to stockouts ^[5].

“Owners of small and emerging businesses would be stunned to see how much help they can get and money they can save by wisely managing their inventory. Many small businesses are not rolling in cash, and much of their funding is tied up in their inventory. Good practices balance customer demand and management of inventory in the smartest possible ways.” ^[5]

To maintain proper stock levels:

• Set minimum and maximum quantities for key materials.
• Use automated reorder points for fast-moving items.
• Conduct regular stock counts with real-time tracking tools.
• Keep an eye on seasonal trends and adjust inventory accordingly.

Accurate tracking also benefits from integrating barcode scanning into the process, reducing errors and improving efficiency.

2.3. Use Barcode Scanning

Barcode scanning is a game-changer when it comes to accuracy. While manual data entry can lead to 10 errors per 1,000 keystrokes, barcode scanning cuts that down to just 1 error per 10,000 scans ^[3].

VF Corporation, for example, achieved 100% inventory accuracy for omnichannel orders and reduced labor time by over 50% by adopting advanced barcode scanning systems ^[4].

“If businesses don’t know their inventory, everything else falls apart. Scandit supports retailers in achieving up to 100% inventory accuracy, helping them to create a single, reliable source of truth, ensuring everyone can make confident decisions based on the same data.”
– Lyndal Moeller, Scandit Senior Industry Solutions Manager, Retail ^[4]

To make the most of barcode scanning:

• Place scanners at critical checkpoints in the workflow.
• Train employees on proper usage and troubleshooting.
• Keep scanning software up to date.
• Integrate barcode systems with inventory management platforms.
• Use 2D barcodes for storing more data – up to 7,000 characters ^[2].

3. Improve Shipping and Delivery

Once you’ve streamlined order and inventory management, the next step is ensuring smooth shipping and delivery. Why? Because customers expect it. In fact, 83% of consumers say shipment tracking is a key factor when deciding where to shop ^[8]. Meeting these expectations can boost both customer satisfaction and operational efficiency.

3.1. Print Labels in Bulk

Printing shipping labels in bulk can save time and reduce errors, especially for businesses handling a high volume of orders. Here’s how you can optimize the process:

Processing Stage	Key Actions	Benefits
Pre-printing	Sort orders by destination, verify addresses	Minimizes mistakes, speeds up processing
Label Generation	Create EDI files, generate packing slips	Ensures compliance, keeps records organized
Quality Control	Double-check details before printing	Avoids costly shipping errors
Production	Print labels close to packing areas	Streamlines workflow

For example, during the COVID-19 pandemic, a medical company printed over 5.1 million return labels using FedEx’s bulk label system, demonstrating how effective this approach can be ^[6].

3.2. Choose Carriers with Tracking

Only 30% of consumers rate retailers’ order status updates as excellent ^[7]. That’s a big gap – and an opportunity. Partnering with carriers that offer robust tracking can help close it. Look for services that provide:

• Real-time status updates to keep customers informed
• Electronic Data Interchange (EDI) to automate data exchange
• Advanced Shipment Notifications (ASN) for better order visibility
• Automated notifications via email, SMS, or apps to keep customers in the loop

These features not only improve the customer experience but also reduce the workload for your support team.

3.3. Handle Returns Efficiently

Returns are a reality of retail, especially in e-commerce. In 2023, returns accounted for $743 billion, or 14.5% of total sales, with online stores seeing return rates as high as 30% compared to just 8.89% for brick-and-mortar shops ^[9].

To manage returns effectively, consider these strategies:

• Automate the process: For instance, Kulani Kinis saved $400,000 in refunds by using an automated returns system ^[10].
• Improve communication: Send automated updates on return status and provide clear timelines to customers.
• Use prepaid return labels: Integrate them with tracking systems for full visibility, ensuring customers and your team know exactly where returns are at all times.

4. Keep Customers Updated

Keeping customers informed about their orders builds trust and improves their overall experience. In fact, 91% of consumers track their packages, with 39% checking daily and 19% checking multiple times a day ^[12].

4.1. Create Custom Tracking Pages

Custom tracking pages play a key role in meeting customer expectations, especially since 70% of consumers consider order tracking a priority ^[11]. These pages should include:

Feature	Purpose	Impact
Real-time Status	Live shipping updates	Enhances delivery for 43% of shoppers [12]
Brand Elements	Logo, colors, tone	Ensures a cohesive brand experience
Support Links	FAQ, contact options	Offers immediate help
Order Details	Products, billing info	Promotes transparency

For the best results, include product images, descriptions, and AI-powered Estimated Delivery Dates (EDDs) that use both historical and current shipping data ^[11]. These features not only improve tracking but also actively engage customers during the process.

4.2. Ask for Customer Feedback

Once transparent tracking is in place, collecting customer feedback can further refine the experience. Feedback helps identify areas for improvement and strengthens trust. It’s best to ask for feedback right after delivery ^[14].

“Customer feedback is a vital component of service delivery that can significantly enhance your business’s performance. By actively listening to your clients, you gain valuable insights into their experiences and expectations.”

• Vaibhav Pawar, Techno-Commercial Specialist ^[13]

Take Jaxxon, a jewelry retailer, as an example. They introduced automated feedback collection and saw a 17% drop in manual live chat tickets within a month ^[12]. This shows how gathering feedback systematically can improve efficiency.

4.3. Add Language Options

Offering multilingual support is another way to optimize the tracking experience. Since 74% of customers are more likely to buy when after-sales support is available in their native language ^[15], it’s worth implementing these strategies:

• Automatic Language Detection: Use browser settings or geolocation to display the right language.
• Multi-Platform Support: Ensure language options are consistent across email, SMS, and web tracking.
• Real-Time Translation: Leverage AI-powered tools for instant translations.

Stanley Black & Decker provides a great example by offering tracking updates in English, Spanish, Portuguese, and Turkish. They even integrate this multilingual support with their social media channels for a seamless customer experience ^[16].

It’s worth noting that 60% of global shoppers prioritize complete tracking visibility over faster delivery times ^[12]. This reinforces the importance of clear, accessible updates throughout the order journey.

5. Use Data to Improve Systems

Leveraging data-driven strategies can revolutionize print fulfillment operations. By combining automation and predictive analytics, businesses can enhance tracking efficiency and streamline processes. It’s no wonder that over 90% of warehouse operators prioritize cost reduction as a key goal ^[17].

5.1. Add Warehouse Automation

Warehouse automation blends cutting-edge hardware and software to simplify order tracking and fulfillment. These tools can run around the clock, improving efficiency and freeing up employees to handle more intricate tasks ^[17].

Automation Type	Function	Benefits
Goods-to-Person (GTP)	Robots deliver items to workers	Cuts down walking time and boosts accuracy
AS/RS Systems	Automated storage and retrieval	Handles large-scale storage with ease
AMR Technology	Autonomous mobile robots	Provides flexible navigation and real-time tracking
Pick-to-Light	LED-guided picking	Reduces errors and speeds up order fulfillment

A great example is Nike‘s distribution center in Japan. By adopting a GTP system with autonomous robots, they achieved same-day delivery while maintaining precise order tracking ^[17]. The next step is using predictive insights for better inventory planning.

5.2. Predict Order Patterns

Analyzing historical data can help forecast order trends, allowing businesses to optimize inventory and allocate resources more effectively in print fulfillment.

“Data analytics models can derive insights from large volumes of data collected from various sources such as messages from carriers, satellite imagery, customer preferences, weather forecasts, and more… This will play a key role in helping logistics business leaders identify their shipment patterns and create better customer experiences.” – Highway 905 ^[19]

Walmart’s Q1 2024 results showcase the power of predictive analytics:

• Reduced stockouts by 12%
• Lowered excess inventory by 8%
• Increased inventory turnover by 5%

These insights demonstrate how data can drive smarter decisions and improve operational efficiency.

5.3. Track Success Metrics

Tracking performance metrics is crucial to maintaining timely deliveries and high service standards. With 51% of consumers expecting real-time updates on their orders ^[20], monitoring these metrics ensures customer satisfaction.

• Delivery Performance
  Delivery metrics are vital, especially since 70% of customers express frustration with delays ^[20]. IKEA‘s automated distribution centers highlight how advanced tracking systems can improve performance, processing up to 600 pallets per hour with conveyor rack systems ^[17].
• Order Accuracy
  Real-time tracking and automated systems help maintain accuracy by detecting errors, providing instant notifications, and offering performance insights.
• System Efficiency
  Data analytics has driven improvements such as:
  • A 15% drop in shipping costs
  • A 20% reduction in transit times
  • A 10% decrease in fuel usage ^[18]

6. Manage Returns and Problems

Managing returns effectively is just as important as getting the shipping process right. A well-organized returns system not only builds customer trust but also keeps operations running smoothly. In e-commerce, where return rates hover around 20–30%, compared to just 8.89% in traditional retail, having a solid strategy for handling returns is essential ^[9]. By focusing on precise tracking and clear processes, businesses can ensure returns are managed as efficiently as order fulfillment.

6.1. Track Return Shipments

A good return tracking system offers transparency for both customers and staff. With 88% of customers stating they may stop shopping with a business if refunds take too long ^[21], ensuring a reliable return tracking process is crucial.

Return Phase	Key Actions	Impact
Initiation	Generate a unique tracking number	Allows real-time status updates
Processing	Scan and document item condition	Prevents disputes and speeds resolution
Resolution	Use automated refund triggers	Boosts customer satisfaction
Follow-up	Send status notifications	Reduces customer support inquiries

“It’s important to view returns not as a loss, but as an opportunity. Providing considerate, accessible, and visible product return experiences to customers wishing to make a return greatly impacts their view of your business – and your overall reputation.” – Rick Nelson, CEO, The Fulfillment Lab ^[21]

6.2. Record Shipping Damage

When shipping damage occurs, documenting it immediately is key to resolving claims quickly and efficiently:

• Initial Inspection: Take timestamped, multi-angle photos of the damage as soon as it’s discovered.
• Documentation: Create a detailed damage report, including the extent of the damage, possible causes, date, and time, and attach supporting evidence.
• Evidence Preservation: Keep damaged items and their original packaging intact until you’re authorized to dispose of them.

6.3. Train Support Staff

Efficient returns management isn’t just about systems – it also depends on having a well-prepared customer support team. Staff should be trained to handle returns and tracking issues with speed and professionalism.

Key Skills to Develop:

• Diagnosing and resolving problems efficiently
• Explaining tracking details clearly and accurately
• Interacting with customers empathetically
• Managing time effectively to address issues quickly

“Having that solid product foundation not only ensures you’ve got the best tricks up your sleeve to help customers navigate even the most complex situations, it also helps you build an understanding of their experience so that you can become their strongest advocate.” – Elyse Roach, Help Scout ^[22]

Training should include hands-on practice with tracking tools and real-world scenarios. A deep understanding of your products and the returns process ensures your team can provide accurate, helpful assistance and build lasting customer loyalty.

Conclusion: Main Points for Better Order Tracking

Order tracking isn’t just a nice-to-have – it’s a must. A whopping 71% of customers expect real-time updates on their orders, making it clear that businesses can’t afford to overlook this critical aspect of customer experience ^[23]. But the benefits go beyond keeping customers happy – strong tracking systems can directly fuel business growth.

Here’s what the numbers tell us about the value of investing in reliable tracking solutions:

Impact Area	Statistical Evidence	Business Benefit
Customer Retention	75% of customers will leave a retailer if tracking isn’t available [23]	Fewer lost customers
Support Efficiency	Up to 80% of customer support inquiries involve tracking issues [23]	Reduced support costs
Customer Loyalty	66% of customers are more likely to recommend a business that offers real-time tracking [24]	Increased referrals
Operational Efficiency	Integrated tracking systems improve efficiency by 15–20% [24]	Smarter resource allocation

These stats highlight why integrated and scalable tracking systems are so important. Tools like the Scalable Press API and its distributed network make it easier to implement automated workflows and real-time updates.

The data speaks volumes: real-time tracking can improve customer retention by up to 25% ^[24] while cutting operational costs through automation and proactive communication.

To make the most of these opportunities, focus on these key areas:

• Proactive Communication: Keep customers informed at every step.
• System Integration: Ensure seamless connections between platforms.
• Data-Driven Improvements: Use insights to refine processes.
• Customer-Centric Features: Prioritize what matters most to your audience.

FAQs

How does API integration enhance real-time order tracking in print fulfillment?

Integrating APIs into print fulfillment operations can transform how businesses handle real-time order tracking. By automating the exchange of information between your eCommerce platform and shipping carriers, APIs ensure customers have access to accurate, up-to-the-minute tracking details right on your website or app. This eliminates the need for manual updates and reduces the volume of customer inquiries about shipment status.

Another major benefit is how APIs facilitate smooth communication with multiple carriers. This simplifies logistics, allowing businesses to respond to delivery issues faster, improve efficiency, and ultimately enhance customer trust. With instant shipment updates and streamlined operations, APIs not only elevate the customer experience but also increase productivity in print fulfillment processes.

What are the advantages of using barcode scanning for managing inventory in print fulfillment?

Barcode scanning brings a host of benefits to inventory management in print fulfillment operations. For starters, it significantly reduces manual errors, ensuring inventory levels are tracked with precision. This level of accuracy minimizes mistakes and leads to better stock management.

Another key advantage is the ability to make real-time inventory updates. With barcode scanning, businesses can instantly monitor stock levels, which means orders can be fulfilled faster and more efficiently. Plus, by automating these tasks, companies cut down on the time and labor costs tied to manual data entry.

In short, barcode scanning simplifies workflows, improves inventory tracking, and helps businesses save both time and money – all while boosting the accuracy of order fulfillment.

Why is multilingual support important in order tracking systems?

Providing support in multiple languages for order tracking systems plays a key role in delivering a great customer experience. It allows customers from various language backgrounds to easily follow updates and get help in the language they’re most comfortable with. This approach reduces misunderstandings, fosters trust, and helps build stronger connections with customers.

Research highlights that customers are more likely to stay loyal to companies that communicate in their native language. By integrating multilingual support, businesses can reach a wider audience, improve customer satisfaction, and show they value inclusivity – giving them an edge over competitors in the marketplace.