Scoped
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Special order tracking software for shops that call first

Every special order promises a price, a date, and a call the day it lands; Scoped keeps all three on the customer’s record.

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A shop owner in an apron checks her phone at the front counter, framed by leaves and flowers in the doorway

Scoped is special order tracking software for independent shops: showrooms, frame shops, bike shops, and any counter that quotes what it doesn’t stock. It keeps the customer, each quote with its amount, the order it becomes when the deposit goes down, the steps from supplier order to callback with an owner on each, and the supplier’s date in a comment, all on one record. Whoever answers the phone, and the assistant you connect, reads the same order.

From the counter to the callback, every special order on one record.

Scoped is special order tracking software that keeps the quote, the special order it becomes, and every supplier date your team logs on the customer’s page, so whoever picks up the phone, and your AI assistant, answers from the same place.

Get the special order quote out while they’re still deciding

New inquiries go on one board the minute someone takes them, so a customer isn’t left waiting on a price because the person who took the request is off today. Name the stages the way your counter already talks: Asked, Quoted, Deciding, Deposit down. Each quote carries its amount, so you can see what’s waiting on a yes, and the $1,650 reading chair that’s gone quiet for eight days is right there on the board, not at the back of someone’s mind.

Say a regular walks into your showroom on a Saturday, and the person at the counter started three weeks ago. In Scoped, that customer has a page with every past special order: the two pendants she special-ordered last November, the dimmer question from the spring, the note that the kitchen is next and she wants brass. The new hire pulls it up in one click and picks the conversation up where the owner left it.

Every customer gets a page like that: contacts, notes, quotes, special orders, and the full history. Star the notes that matter: the bay-window measurements, the bike-fit numbers, the moulding a regular always picks. It’s a retail CRM for small business, kept in one place instead of across the register, a notebook, and someone’s phone.

Next Tuesday. The new hire at the counter knows the regular wants brass before she says so, and the mill’s new date is on the order, not in someone’s inbox.

See the sales pipeline

Try it: drag the $4,200 card to Deposit down.

A showroom’s sales board: each inquiry’s customer and quote on its card, and the reading chair that’s gone quiet for eight days.

Track each customer special order from the counter to the door

Say a couple wants a custom sofa in a fabric you don’t stock: $4,200, eight to ten weeks from the mill. The quote sits on the sales board with the amount on it. When they say yes and put the deposit down at the register, moving the quote to Won offers an order with the customer attached, and you confirm it. Break it into the steps your shop already follows: confirm fabric and legs, place with the supplier, log the supplier’s date in a comment on the order, inspect on arrival, call the customer, deliver. Each step has an owner. When the mill pushes the date two weeks, the new date goes in a comment on the order where everyone can see it, not in one person’s email.

The Focus view shows each person the work assigned to them: three supplier dates still to log, two orders that arrived yesterday and haven’t been called. When the sofa is delivered, archive the order. It stays on the customer’s page for the day they come back for the matching chair. If your shop also installs what it sells, the way construction and trades teams run jobs in Scoped will look familiar.

Next Tuesday. The sofa lands, Owen marks the Arrived step done, the callback already has Iris’s name on it, and the couple hears from you before they think to ask.

How orders and steps work
Two staff sort items in clear storage bins on stockroom shelves, one in a hi-vis vest smiling at her colleague
A special order: the customer attached, six steps with an owner on each, and the date change in a comment.

Ask your assistant which special orders are waiting on the supplier

Monday morning, before the doors open, the owner wants to know what’s late. She asks the AI assistant she already uses: “Which special orders are still waiting on the supplier, and who’s chasing each one?” It reads the real orders in Scoped, including the dates your team logged in comments, and answers with the list. She has it leave a comment on each one that’s past its date, asking whoever owns the step to chase the supplier by noon. The supplier follow-up is done before the first customer walks in.

Connect your assistant to your workspace yourself, and approve what it’s allowed to do. It can search your customers and orders, pull a customer’s history before a call, find the orders that have gone quiet, update the fields you allow, like a step’s status, and post comments. Every change is recorded under the person who authorized it and the connection it came through, and you can revoke access anytime. Scoped doesn’t run the AI. It’s the one place your AI works from, so its answers start from your real orders and the dates your team logged.

What your AI assistant can do in Scoped
A woman works on a laptop at a window counter inside a shop with brick walls, shelves and a trailing plant
A late order’s activity: the assistant’s comment asking Owen to chase the mill, recorded under the owner who authorized it and the connection it came through.

Your register rings up the sale. Scoped keeps the promise.

Your POS takes the payment and counts the stock. Scoped is the special order tracking software for everything else, kept on the customer’s page: who asked for what, what it was quoted at, where the supplier follow-up stands, and who owes the callback.

One record from first call to finished jobCustomers, quotes, and jobs live together. The won quote becomes the job with the customer attached, so nothing is retyped between the sale and the work.Your AI assistant, on the real workConnect the assistant you already use to the one workspace you pick. Every change it makes is recorded under the person who authorized it, and you can revoke it at any time.Your records stay yoursExport your whole workspace whenever you want it, with no ticket and no waiting. What an export contains, and what it leaves out, is documented.Priced for the business you runFree for one person, and your first workspace gets 30 days of Pro with no card. Paid plans are priced per workspace with people included; more join for $9 a month each.

What independent shops run on Scoped

The same record, set up for special orders from the counter, custom requests from your website, and trade accounts.

Custom ordersMade-to-order work, from the first sketch to the doorstep.EcommerceThe wholesale and custom work your store wasn’t built for.Wholesale & B2BWin the account, ship the first order, own the reorder.

How independent shops track customer special orders

A frame shop, a bike shop, and a lighting showroom: their stages, how an order breaks down, and what the owner asks the assistant.

The moulding order nobody has to remember

A two-person custom framing shop

Say a regular walks in on Saturday with a print to frame. Before they leave the counter, it’s on the board, with the moulding, the mat color, and the measurements starred on their page. When they approve the mockup, the frame becomes an order, and the glass cut and the pickup call each have a name on them.

  • Stages: Walk-in, Mockup, Quoted, Approved
  • Each order runs moulding ordered, glass cut, mount and fit, customer called, picked up
  • The owner asks: which finished frames are still waiting to be picked up?

Custom builds that start from the fit numbers

A five-person bike shop

Say a rider whose custom build was quoted in March comes back in August for a saddle swap. The fitter starred the rider’s fit numbers on their page, so both start from the same measurements. And while a build waits on a frame, it shows who is chasing the supplier, with the date the supplier gave in a comment.

  • Stages: Inquiry, Fitting, Build quoted, Committed
  • Each build runs fit, frame ordered, parts in, assembly, test ride, pickup
  • The owner asks: which builds are still waiting on a frame, and since when?

Every fixture on order, and who calls when it lands

A seven-person lighting showroom

The showroom quotes fixtures for homeowners and for the designers who bring them in. Say a designer’s order of brass sconces arrives on Wednesday. The finish and the supplier’s date are in a comment on its steps, the person who took the order owns the call, and the installer handoff has its own owner.

  • Stages: Request, Specified, Quoted, Ordered
  • Each order runs confirm finish, supplier order, arrival check, customer call, installer handoff
  • The owner asks: which orders arrived this week and haven’t had a call yet?

Your shop’s assistant, reading the same special orders you do.

Connect ChatGPT, Claude, Grok, or Gemini to the one workspace you pick, and it works from the same customers and projects your team does. Bring your work over, and take it with you whenever you want.

Scoped

“Which quotes over $10K have gone quiet for more than a week?”

ChatGPT read the pipeline and left a follow-up note on two deals.

Bring your dataMoving from another tool? We’ll help you bring projects and issues over from a CSV export.Export anytimeYour whole workspace, whenever you want it, with documented boundaries.Scoped ConnectComing soon: the desktop app that keeps your records on a database you control.
All integrations

Check the fit for your counter and back office.

Three questions shop owners ask before they move special orders off the notebook by the register.

Does special order tracking software replace my POS or inventory system?

No. Scoped doesn’t ring up sales, take deposits or payments, count stock, place purchase orders, or text customers when an order lands. Keep your POS for the register and the inventory. Scoped holds what happens around a customer special order: the quote, the supplier’s date your team logs, who owns the callback, and the customer’s history. The buying guide helps you compare the full picture.

How do I see which customer special orders are late from the supplier?

Each special order has steps with an owner, like placed with supplier, arrived, and customer called, and the supplier’s date goes in a comment on the order. The Focus view shows each person the work assigned to them, and a connected assistant can list the orders past their date. See how orders and steps work.

Can a retail CRM for small business keep notes on regulars next to their special orders?

Yes. Each customer gets a page with contacts, starred notes like measurements or a preferred finish, open quotes, and every past special order. A new hire at the counter can pick up the conversation where the owner left it, without asking around. See how customer pages work and compare plans for your team.

Somebody calls the day the order lands. Make sure it’s your shop.

Start with the orders waiting on a supplier today and the quote that went quiet last week; add the next one at the counter.

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