Send new orders to a fulfilment list
New orders open a task in the Fulfilment List with the item, quantity and shipping address on sortable custom fields.
New submission on your order or intake form
Create a task in the "Fulfilment" List with the order details in custom fields — item, quantity and shipping address — and a due date for dispatch
One-directional. A submission triggers the action — nothing is written back into your form.
Custom orders taken by email turn into a folder of screenshots by Friday. Collecting them on a form instead gives the workshop one queue: each order arrives as a task in the Fulfilment List with the item, the quantity and the address the parcel is going to.
Small shops and makers use this to run dispatch from ClickUp itself. Add products and priced options when the form should also send the customer to secure hosted checkout, while ClickUp remains the fulfilment record.
Setting it up
- 1
Take the Product Order Form template and use conditional logic so the shipping address question only appears for customers who choose delivery.
- 2
In ClickUp, create the Fulfilment List with the statuses your bench actually works through: New, Picking, Packed, Shipped.
- 3
Add custom fields for item, quantity, variant and shipping address, choosing a number field for quantity so a view can total it.
- 4
In Zapier, set formformform's New Submission as the trigger and select your order form.
- 5
Add the ClickUp Create Task action, pick the Fulfilment List, and set the task name to Item Name or Product followed by the customer's name.
- 6
Map each order detail onto its own custom field rather than dumping everything into the description; the packing view is only useful when quantity and variant are sortable columns.
- 7
Set the due date to the ship-by date with a Formatter step that adds your normal turnaround to the submission time.
- 8
Place a test order through the live form, verify the custom fields on the resulting task, then turn the Zap on.
What maps where
Using the Product Order Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | ClickUp |
|---|---|
| Item Name or Product | Task name and item custom field |
| Quantity | Quantity number custom field |
| Color, Variant, or Size | Variant dropdown custom field |
| Shipping Address | Shipping address text custom field |
| Delivery Method | ClickUp tag, separating pickups from posted orders |
| Special Instructions | Task description |
Variations worth knowing
If your List tracks stock by code, add a SKU question to the form and map it to a text custom field. A Zapier lookup step can then check that code against your inventory sheet before the fulfilment task is created.
Filter on Delivery Method with paths. Collection orders create a task in a Counter List with a due date matching the pickup day; posted orders go to Fulfilment with the courier cut-off as their deadline, so the bench never mixes the two.
If something isn't arriving
A short-text answer arrives as a string and ClickUp rejects it. Either switch the form's Quantity field to a number field, or add a Formatter step set to Numbers so Zapier hands ClickUp a clean integer instead.
One submission creates one task. For multi-line orders, add a looping step that creates a subtask per line, or keep the lines in the description and let the packer work through them as a checklist.
Frequently asked questions
Can customers pay on the order 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 customer know when their order ships?
Only if you tell them. Nothing travels from ClickUp back to the form or the person who filled it in, so add a ClickUp Automation that emails the address captured on the task when its status changes to Shipped.
Can I stop the Zap creating tasks for test orders?
Add a filter that drops submissions where the email address belongs to your own domain, or where Special Instructions contains an agreed word. The submission is still stored in your responses; it simply never reaches the Fulfilment List.
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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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