Track custom order requests on a fulfilment board
Custom order requests arrive as To do items on your orders board, with quantity in a numbers column.
New submission on your "Place an order" form
Create an item on your Orders board with the product, Quantity in a Numbers column, the customer's name, and a Fulfilment status of "To do"
One-directional. A submission triggers the action — nothing is written back into your form.
Shops taking made-to-order work rarely need a full storefront. They need the request written down where the packing team already looks. This flow creates an item on the Orders board for every submission, sitting at To do until somebody picks it up.
Studios and makers use it to run a kanban view — to do, in production, packed, shipped. The form captures the order; you charge for it through the tools you already use.
Setting it up
- 1
Publish your "Place an order" form. The Product Order Form template keeps the product, the quantity and the delivery choice as separate fields, which is what the board columns need.
- 2
On the Orders board, add a Numbers column for quantity and a Fulfilment status column whose first label is "To do".
- 3
Point the formformform "New Submission" trigger at the order form in Zapier, then add the monday.com "Create Item" action on the Orders board.
- 4
Use Item Name or Product as the item name, so the board reads as a list of what needs making rather than who ordered it.
- 5
Map Quantity into the Numbers column, not a text column — a text column cannot be totalled or sorted, which is the whole point of tracking it.
- 6
Map Full Name into a Customer text column and Shipping Address into a Long Text column, so a packer has the full picture on one row.
- 7
Set Fulfilment to the fixed value "To do" and leave the People column empty for whoever claims the order.
- 8
Place a test order, check that the quantity totals correctly in the board footer, 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 | monday.com |
|---|---|
| Item Name or Product | Item name on the Orders board |
| Quantity | Numbers column for quantity |
| Full Name | Customer text column |
| Shipping Address | Long Text column for the address |
| Color, Variant, or Size | Variant dropdown column |
| Delivery Method | Delivery dropdown column |
Variations worth knowing
Delivery Method can drive the group rather than a column. Collection orders go to "Ready for pickup" and posted ones to "To ship", which spares the ops team from reading each row to work out which is which.
A Zapier filter on Quantity can route anything above your usual batch size into a "Needs approval" group first. Smaller orders carry straight on to To do with nobody in the way.
If something isn't arriving
A Numbers column rejects anything that is not a plain number, so "2 boxes" or "two" arrives empty. Make Quantity a number field on the form, or add a Zapier Formatter step that strips the text before the monday.com action runs.
Either the Zap was live while a duplicate test ran, or the form is embedded twice on the same page and both copies fired. Zapier's task history shows whether there were two trigger events; if so, remove the second embed.
Frequently asked questions
Does the customer hear when their order moves to shipped?
Not from this connection, which writes into monday.com and stops there. Send status updates from monday.com's own automations using the address on the item, or from your usual mail tool. Nothing is written back into the form.
Can we take payment 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 board keep up on a busy launch day?
Zapier works through submissions one task at a time, so a rush becomes a queue rather than lost orders. Items may land a little behind the moment of ordering, but each request still gets its own row.
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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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