Labor Day Sale l Save on Select Coops, Sheds and Kennels

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Systems & Forms

Systems & Forms

ORDER MANAGEMENT PROCESS

New Purchase Order from WordPress Sites

  • Auto Email to Daniel and/or Give Him Access to Files
  • Automatically Make 
    • Receipt for Payment
    • Builder Order
    • Delivery Order
    • Customer Purchase Order
  • Automatic Storage of Files

Automatic Tracking of Partial Payments and Updates to Current Balance in Hubspot and Payment Receipt

Roles that Utilize this SOP

Customer Service - all levels

***Set Step 1 Email to Send Out Automatically with a Turn Off for Pick-Ups

Step X

FINAL DELIVERY CONFIRMATION - 

Timing

5 business days prior to delivery - first thing in the morning - if automated - 4am

Action

  1. Email or Fax to Our Delivery Company  Contact (Driver / Logistics Manager)
    1. Use Email Template: X
      1. Subject
        1. Delivery Confirmation for Order X - please respond today
      2. Email Body Provides
        1. Order Number
        2. Customer Name
        3. Customer’s  Complete Delivery Address
        4. Customer’s Best Contact Phone Number
        5. Pick Up Company and Adress
        6. Product Size
        7. Roof Style
        8. Main Color
        9. Any Other Important Information - like with an additional storage box
        10. Delivery Situation and Equipment Confirmation
        11. Price We are Paying Them
        12. The Day of the Week and Complete Date that we Believe the Delivery is Happening, if Known.
      3. Request an Email or Fax Back that
        1. Includes 
          1. Date Confirmation
          2. Product(s) Confirmation
          3. Additional Items Confirmation
          4. Delivery Address Confirmation
          5. Delivery Situation and Equipment Confirmation
          6. Four Hour Delivery Window for the Delivery
      4. Request a Response Back by COB or at the Latest, Noon the Next Day

4 business days prior to delivery - 2pm

Action

  1. Check for Email or Fax Response to Delivery Confirmation Email from Our Delivery Company  Contact (Driver / Logistics Manager)
    1. Use Email Template: X
      1. Provides
        1. Order Number
        2. Customer Name
        3. Customer’s  Complete Delivery Address
        4. Customer’s Best Contact Phone Number
        5. Pick Up Company and Adress
        6. Product Size
        7. Roof Style
        8. Main Color
        9. Any Other Important Information - like with an additional storage box
        10. Delivery Situation and Equipment Confirmation
        11. Price We are Paying Them
        12. The Day of the Week and Complete Date that we Believe the Delivery is Happening, if Known.
      2. Request an Email or Fax Back that
        1. Includes 
          1. Date Confirmation
          2. Product(s) Confirmation
          3. Additional Items Confirmation
          4. Delivery Address Confirmation
          5. Delivery Situation and Equipment Confirmation
          6. Four Hour Delivery Window for the Delivery

3 business days prior to delivery - if no email response by noon three days prior to delivery

Action

  1. Call Delivery Company
    1. Provide Order Number, Customer Name and Coop Style, Main Color and Size to the Driver or Logistics Manager 
    2. Verbally Confirm the Delivery Date with Them Using Both the Date and Day of the Week and the Number of Days Away it is from Today. 
    3. Get the 4 hour time window for the delivery.

Send and email confirmation of delivery timing to 

  1. Inform the Customer of their Delivery Date and Time

Once Response is Acquired - Update Hubspot, Inform Customer in a phone call and follow-up with an email. It is important that you speak with the customer if possible so if the first call can only result in leaving a voicemail - leave the voicemail and send the email but follow-up with another phone call unless a return call or email response is received.

Purchase Order

  1. Purchase Order Should Be Generated in Woo Commerce
  2. The Numbers We Need Should Come Over Automatically to Hubspot
    1. Line Item Prices
    2. Tax Paid
    3. Pennsylvania or Not
    4. State
    5. Billing Address
    6. Shipping Address
    7. Amount Paid
    8. Final Price 
    9. Order Total Without Tax
    10. Delivery Charges
    11. Discounts

Use

Order Confirmation and Approval (when product is custom), and Order Processing

Do Not Include

  1. Prices 

Include

  1. Items purchased
  2. Specifications 
  3. Our Logo
  4. Our Address
  5. Our Email Address
  6. Our Phone Number for Calls & Texts
  7. Customer Billing Address
  8. Customer Email Address
  9. Customer Phone Number
  10. Customer Delivery Address
  11. Customer Shipping Address
  12. Customer Best Phone Number for Delivery Driver
  13. Order Date
  14. Invoice Number
  15. Customer Name
  16. Standard Copy
  17. Build By Date
  18. Deliver By Date

Used By

  1. Customer for Order Confirmation and Approval
  2. Order Processing

BUILD ORDER

Use

To Build the Product

Do Not Include

  1. Prices 
  2. Our Email Address
  3. Our Phone Number for Calls & Texts
  4. Customer Billing Address
  5. Customer Email Address
  6. Our Fax Number
  7. Customer Phone Number
  8. Customer Delivery Address
  9. Customer Shipping Address
  10. Customer Best Phone Number for Delivery Driver
  11. Delivery Instructions

Include

  1. Items purchased
  2. Specifications 
  3. Our Logo
  4. Our Address
  5. Order Date
  6. Invoice Number
  7. Deliver By Date
  8. Delivery State & Zip Code
  9. Customer Name
  10. CSR Code
  11. Build Instructions
  12. Customer Pick-Up or Delivery 
  13. Delivery Company
  14. Build By Date
  15. Available for Pick-Up Date
  16. Build Instructions

Used By

  1. Builders

DELIVERY ORDER

Use

To Build the Product

Do Not Include

  1. Prices 
  2. Customer Billing Address
  3. Customer Email Address
  4. Customer Phone Number
  5. Builder Instructions

Include

  1. Our Email Address
  2. Our Phone Number for Calls & Texts
  3. Items purchased
  4. Specifications 
  5. Our Logo
  6. Our Address
  7. Order Date
  8. Our Fax Number
  9. Invoice Number
  10. Deliver By Date
  11. Customer Name
  12. CSR Code
  13. Customer Delivery Address
  14. Customer Best Phone Number for Delivery Driver
  15. Delivery Instructions
  16. Delivery Company
  17. Available for Pick-Up Date
  18. Best Delivery Times and Days for Customer

Used By

  1. Delivery Company & Drivers

INVOICE

Use

During Time When There is a Balance Owed

Include

  1. Items purchased
  2. Prices
  3. Customer Payment
  4. Balance Owed
  5. Specifications 
  6. Our Logo
  7. Our Address
  8. Our Email Address
  9. Our Phone Number for Calls & Texts
  10. Customer Billing Address
  11. Customer Email Address
  12. Customer Phone Number
  13. Customer Delivery Address
  14. Customer Shipping Address
  15. Customer Best Phone Number for Delivery Driver
  16. Order Date
  17. Invoice Number
  18. Deliver By Date
  19. Customer Name
  20. Standard Copy

Used By

  1. Customer for Tracking Balance
  2. Us: Collecting Payments

COPY FOR BACK

Copy for Invoices - Website - Delivery

NOTES 

Attaching Runs to Coop - Separate runs come unattached from coop. We recommend simply setting the run up so it is firmly against the coop. If however, you would like to attach your run to your coop, use the U shaped hardware we have placed in the coop. With a hammer, you can securely attach the vinyl coated wire to the wood posts on the run.

Delivery Price with Separate Run or Bigger Coops & Runs

Additional runs or separate runs can add cost to your delivery price. It may not initially be reflected in the calculated delivery price on the website.

RECEIPT

Use

This is a payment confirmation for the customer and us. Each time a payment is made, the customer should receive a receipt.

Include

  1. Items purchased
  2. Invoice Total
  3. Customer Payment
  4. Summary of Build Instructions - Like a checkbox indicating that there are special instructions to be followed on the Order
  5. Our Logo
  6. Our Address
  7. Our Email Address
  8. Our Phone Number for Calls & Texts
  9. Order Date
  10. Invoice Number
  11. Customer Name

Used By

  1. Customer for Confirmation of Payments
  2. Us: For Confirmation of Payments

ORDER 

Purchase Order

  1. Purchase Order Should Be Generated in Woo Commerce
  2. The Numbers We Need Should Come Over Automatically to Hubspot
    1. Line Item Prices
    2. Tax Paid
    3. Pennsylvania or Not
    4. State
    5. Billing Address
    6. Shipping Address
    7. Amount Paid
    8. Final Price 
    9. Order Total Without Tax
    10. Delivery Charges
    11. Discounts

Use

Order Confirmation and Approval (when product is custom), and Order Processing

Do Not Include

  1. Prices 

Include

  1. Items purchased
  2. Specifications 
  3. Our Logo
  4. Our Address
  5. Our Email Address
  6. Our Phone Number for Calls & Texts
  7. Customer Billing Address
  8. Customer Email Address
  9. Customer Phone Number
  10. Customer Delivery Address
  11. Customer Shipping Address
  12. Customer Best Phone Number for Delivery Driver
  13. Order Date
  14. Invoice Number
  15. Customer Name
  16. Standard Copy
  17. Build By Date
  18. Deliver By Date

Used By

  1. Customer for Order Confirmation and Approval
  2. Order Processing

BUILD ORDER

Use

To Build the Product

Do Not Include

  1. Prices 
  2. Our Email Address
  3. Our Phone Number for Calls & Texts
  4. Customer Billing Address
  5. Customer Email Address
  6. Our Fax Number
  7. Customer Phone Number
  8. Customer Delivery Address
  9. Customer Shipping Address
  10. Customer Best Phone Number for Delivery Driver
  11. Delivery Instructions

Include

  1. Items purchased
  2. Specifications 
  3. Our Logo
  4. Our Address
  5. Order Date
  6. Invoice Number
  7. Deliver By Date
  8. Delivery State & Zip Code
  9. Customer Name
  10. CSR Code
  11. Build Instructions
  12. Customer Pick-Up or Delivery 
  13. Delivery Company
  14. Build By Date
  15. Available for Pick-Up Date
  16. Build Instructions

Used By

  1. Builders

DELIVERY ORDER

Use

To Build the Product

Do Not Include

  1. Prices 
  2. Customer Billing Address
  3. Customer Email Address
  4. Customer Phone Number
  5. Builder Instructions

Include

  1. Our Email Address
  2. Our Phone Number for Calls & Texts
  3. Items purchased
  4. Specifications 
  5. Our Logo
  6. Our Address
  7. Order Date
  8. Our Fax Number
  9. Invoice Number
  10. Deliver By Date
  11. Customer Name
  12. CSR Code
  13. Customer Delivery Address
  14. Customer Best Phone Number for Delivery Driver
  15. Delivery Instructions
  16. Delivery Company
  17. Available for Pick-Up Date
  18. Best Delivery Times and Days for Customer

Used By

  1. Delivery Company & Drivers

INVOICE

Use

During Time When There is a Balance Owed

Include

  1. Items purchased
  2. Prices
  3. Customer Payment
  4. Balance Owed
  5. Specifications 
  6. Our Logo
  7. Our Address
  8. Our Email Address
  9. Our Phone Number for Calls & Texts
  10. Customer Billing Address
  11. Customer Email Address
  12. Customer Phone Number
  13. Customer Delivery Address
  14. Customer Shipping Address
  15. Customer Best Phone Number for Delivery Driver
  16. Order Date
  17. Invoice Number
  18. Deliver By Date
  19. Customer Name
  20. Standard Copy

Used By

  1. Customer for Tracking Balance
  2. Us: Collecting Payments

COPY FOR BACK

Copy for Invoices - Website - Delivery

NOTES 

Attaching Runs to Coop - Separate runs come unattached from coop. We recommend simply setting the run up so it is firmly against the coop. If however, you would like to attach your run to your coop, use the U shaped hardware we have placed in the coop. With a hammer, you can securely attach the vinyl coated wire to the wood posts on the run.

Delivery Price with Separate Run or Bigger Coops & Runs

Additional runs or separate runs can add cost to your delivery price. It may not initially be reflected in the calculated delivery price on the website.

RECEIPT

Use

This is a payment confirmation for the customer and us. Each time a payment is made, the customer should receive a receipt.

Include

  1. Items purchased
  2. Invoice Total
  3. Customer Payment
  4. Summary of Build Instructions - Like a checkbox indicating that there are special instructions to be followed on the Order
  5. Our Logo
  6. Our Address
  7. Our Email Address
  8. Our Phone Number for Calls & Texts
  9. Order Date
  10. Invoice Number
  11. Customer Name

Used By

  1. Customer for Confirmation of Payments
  2. Us: For Confirmation of Payments

Standard Copy for Builder

Order Confirmation

Please confirm receipt of this order by faxing an order confirmation to (XXX) XXX-XXXX. 

Build Date

The Build by Date is important to us, the customer and our delivery folks. Please let us know when we can expect this order to be completely ready for pick-up or delivery within five days or order receipt. 

Coop Pick Up

Preparing for Your Coop Delivery

FRONT OF INVOICE

PICK-UP 

IMPORTANT - See

Information on back.

Delivery Process  

Please see other side 

for information.

Quote valid for 15 days

We will honor the prices on your custom quote for 15 days from the Date Issued as listed on your quote.

Attaching Runs to Coop - Separate runs come unattached from coop. We recommend simply setting the run up so it is firmly against the coop. If however, you would like to attach your run to your coop, use the U shaped hardware we have placed in the coop. With a hammer, you can securely attach the vinyl coated wire to the wood posts on the run.

Delivery Price with Separate Run or Bigger Coops & Runs

 

Payment - Terms & Conditions

Custom coops are paid in full at the time of order placement unless you are participating in a payment plan. Payment plan participants must have all payments made in full three business days prior to delivery date. Lack of payment will result in a delay of up to three weeks for east coast and six weeks for west coast deliveries.

Quote valid for 15 days

See details on back.

BACK OF INVOICE

Quote valid for 15 days

We will honor the prices 

listed on your custom 

quote for 15 days from the 

Date Issued - listed above.

PICK-UP 

If you are picking your coop up, please see detailed pick up scheduling and location on the other side.

Additional runs or separate runs can add cost to your delivery price. It may not initially be reflected in the calculated delivery price on the website.

Delivery Process  

If you are picking your coop up, please see detailed pick up scheduling and location on the other side.    

Cooptastik

EMAIL WITH RECEIPT COPY

Hello X,

Thank your order. We will start building it soon! We are sure that you will absolutely love your new chicken coop. 

Your coop will be delivered based on the schedule on our delivery page (link). Please expect to be contacted by the delivery driver a few days prior to his arrival. He will schedule with you directly. We use the information on your order to contact you. If you need to make any updates, please email us at [email protected].

Preparing for Your Delivery

Your coop should sit on the ground or stones on a flat location in your yard. Neither just the plain ground or stones are preferred. They are both fine. 

Water should drain away from your coop both for the health of the chickens and the longevity of your chicken coop.

That is it. Ground preparation is strait forward. The delivery itself can be trickier, but here are a some quick tips we have learned along the way that can make it go go well.

Quick Tips

Tip 1. Be Sure there is Enough Clearance in the Yard. 

A 7’ deep chicken coop has an exterior depth of 8’6”. 

If you are not sure if the coop will fit, please measure. We can make a coop narrower if need be. Let us know within 48 hours of your order if you need to make changes.

Tip 2. Your Coop is Hundreds or Even Thousands of Pounds - it cannot go up steps or over walls. 

Really, it cannot. We usually use a piece of equipment called a mule, think outdoor forklift. They cannot go up a steep hill, steps or over anything. 

Tip 3. When He Gets to Your Home, Let the Driver Know of Anything in Your Yard that Could be Broken or an Obstacle.

Our trucks are heavy. If they run over a drain, it may break. If the truck goes over special pavers, they my break. If you have a zip line and the driver doesn’t notice it, your coop may topple and break. Please meet the driver when he arrives and walk the path to area that you want to place the coop with him. Let him know anything that could affect your delivery.

Thank you for taking the time to read the tips. We are sure you will have a great delivery. Those tidbits seem to help that happen more often.

See you soon!

From all of us a Original Amish Coop

PURCHASE AGREEMENT

Your coop will be built based on the order that you submit. Please be aware of our policies regarding returns and refunds. 

Changes, Cancellation and Refunds

Once you place your order and payment is made, your coop will be scheduled to be built. If you have a change, we will likely be able to accommodate it if we are notified within 48 hours. 

If for some reason you need to cancel your order, cancel within 48 hours for a full refund. Orders can also be canceled anytime up until the coop is on the truck, but you will incur a $350 re-stocking fee. Once a coop is out for delivery or has been delivered, we cannot accept returns unless there is an issue with your coop that we caused. If you feel there is an issue with your coop or a product in it, please email photos and let us know what is wrong. We will do our very best to make it right.

Please confirm that you are aware of the policy written above and are agreeing to be bound by it,

What is your primary reason for keeping chickens?

Eggs for Me / My Family / Health

Eggs to Sell

For Fun / Pet

For the Kids to Learn

Chicks to Sell

For Meat

How many chickens will live in this coop initially?

What will happen when your chickens stop laying eggs?

They will continue to live in the coop.

They will go elsewhere.

I am not sure yet.

Will you add to your flock when your hens stop laying?

Yes

No

I am not sure yet.

Select the Features Listed Below that You Want for Your Coop

Separate Chicken Run

Attached Chicken Run

Wheels

 

Would you like us to contact you about your coop purchase?

 

Would you like us to contact you regarding your chicken coop purchase?

This information is not required.
If you provide us with an email address we will send you additional coop options and information.