Turn wholesale orders into shipping tasks
Orders arrive as tasks in the Fulfillment project, assigned to operations with a due date for dispatch.
New submission on your order or request form
Create a task in the Fulfillment project assigned to operations, with the order details and quantity in custom fields and a due date for shipping
One-directional. A submission triggers the action — nothing is written back into your form.
A two-person operations team can hold three orders in their head. Past a certain volume, something ships to the wrong address. Putting each order on a board as a task gives the pick, the pack and the courier booking one place to live, with the buyer's own wording attached rather than paraphrased into a spreadsheet.
The requested delivery date drives the due date, so the board sorts itself into the order things need to leave. Nothing is charged here: the form captures the order, and you invoice through the tools you already use.
Setting it up
- 1
Set up the Fulfillment project with sections for Received, Picking, Packed and Shipped, plus custom fields for order lines, PO number and payment terms.
- 2
Publish the wholesale order form and keep Requested Delivery Date as a date field, so Asana can read it as a due date.
- 3
In Zapier, use formformform's New Submission trigger and select the wholesale order form.
- 4
Add Asana's Create Task action, set Project to Fulfillment and Section to Received.
- 5
Build the task name from Business Name and PO Number (optional), so the board is scannable and matches what a buyer will quote on the phone.
- 6
Map Product Selection and Quantities to a custom field, and put Ship-To Address (if different) at the very top of the description where a packer will see it.
- 7
Set Assignee to your operations account and Due Date to Requested Delivery Date, pulled back by your lead time with a Formatter step if you ship a few days ahead.
- 8
Place a test order, check the address and quantities read correctly, then turn the Zap on.
What maps where
Using the Wholesale Order Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Asana |
|---|---|
| Business Name | Task name, with the PO number appended |
| Product Selection and Quantities | Order lines custom field, repeated in the description |
| Requested Delivery Date | Task due date |
| Ship-To Address (if different) | Task description, at the top for the packer |
| PO Number (optional) | PO custom field, for matching against the invoice |
| Payment Terms | Payment terms custom field the accounts team filters on |
Variations worth knowing
An order on prepayment should not be picked before the money lands. Use a path keyed on Payment Terms to create those tasks in an Awaiting Payment section, and send your net-30 accounts straight to Received so regular customers are never held up.
One order often means two jobs. Chain a second Asana action that creates a subtask for booking the collection, due the same day, so the dispatch step has its own owner instead of being buried in the order task's description.
If something isn't arriving
Product Selection and Quantities is a free-text field, so the whole order comes through exactly as the buyer typed it. Either accept that in the description, or rebuild the form with a number field per product line and map each one to its own Asana custom field.
Assigning a task does not produce an email if that person has turned assignment notifications off in Asana. Ask them to check their notification settings, or add a Zapier step that posts to your operations channel alongside creating the task.
Frequently asked questions
Can customers pay for the order on the form?
Yes. Add products and priced options to the form, then collect payment through secure hosted checkout with Stripe, PayPal, or Square. Payment status is tracked alongside the response.
Will the buyer see when their order ships?
Not from the form. Data moves one way into Asana and never back, so shipping updates come from your side: an Asana rule that emails the address on the task when it reaches Shipped, or a note sent by whoever packed it.
Does the submission update if we change the quantity in Asana?
No. The Asana task is the working copy from the moment it is created, and edits made on the board are not written back. The response stays exactly as it was recorded, which keeps a clean record of what the customer actually asked for.
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Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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