Tips & Best Practices

Start with Your Product Catalog

Before taking orders, set up your products:

• - Use consistent naming (e.g., "Tomatoes - Roma" not "roma tom")
• - Add descriptions for clarity
• - Set realistic prices
• - Start with initial stock levels

Configure Your Farm Profile

Complete your settings early:

• - Add your farm name and logo for professional invoices
• - Set up pickup locations before orders come in
• - Configure invoice settings and payment terms
• - Choose your regional preferences

Import Your Existing Customers

If you have existing customers:

• - Add them to Terrace before creating orders
• - Include contact info and addresses
• - Note any special pricing or discount agreements
• - Tag customers by type (restaurant, retail, etc.)

Use Order Statuses Consistently

Keep orders organized by updating statuses promptly:

• - Move orders to "Confirmed" once you've verified them
• - Update to "Harvested" after picking products
• - Mark as "Delivered" or "Picked Up" when fulfilled
• - Use "Cancelled" instead of deleting orders

Plan Ahead with the Calendar

Use the calendar to avoid overbooking:

• - Check upcoming orders before accepting new ones
• - Coordinate harvest times with delivery schedules
• - Look for clustering opportunities (multiple deliveries in one area)
• - Plan labor needs based on harvest dates

Add Notes and Special Instructions

Document important details:

• - Note customer preferences or restrictions
• - Add delivery instructions (gate codes, parking, etc.)
• - Record any quality concerns or feedback
• - Track why orders were cancelled for future insights

Update Stock Regularly

Keep inventory accurate to avoid overselling:

• - Add stock immediately after harvesting
• - Check stock levels before confirming large orders
• - Record waste or damage promptly
• - Review inventory at the end of each week

Set Low Stock Alerts

Get notified before running out:

• - Set thresholds for popular products
• - Plan harvests based on upcoming orders and current stock
• - Communicate with customers if items become unavailable
• - Keep safety stock for regular customers

Use Product Variants Wisely

Variants help when selling in multiple formats:

• - Create variants for different package sizes
• - Price variants appropriately (bulk discounts)
• - Each variant tracks its own inventory
• - Use variants for wholesale vs. retail pricing

Tag and Categorize Customers

Organization makes it easier to target communications:

• - Use customer types (Restaurant, Retail, Wholesale, Individual)
• - Track ordering patterns and preferences
• - Note seasonal customers vs. year-round
• - Flag VIP customers for priority service

Set Up Discounts Thoughtfully

Use discounts strategically:

• - Offer bulk discounts to encourage larger orders
• - Create loyalty discounts for regular customers
• - Use tiered pricing to reward high-volume buyers
• - Document why discounts were given

Review Customer History

Use past orders to improve service:

• - Check what products customers order most
• - Note delivery preferences and special instructions
• - Track payment history and reliability
• - Anticipate their needs based on seasonal patterns

Send Invoices Promptly

Faster invoicing means faster payment:

• - Enable auto-invoicing for regular customers
• - Send invoices same-day or next-day after delivery
• - Include clear payment instructions
• - Set realistic payment terms (Net 15 or Net 30)

Record Payments Immediately

Keep financial records current:

• - Log payments as soon as they're received
• - Note the payment method used
• - Handle partial payments correctly
• - Reconcile with your bank statements weekly

Follow Up on Overdue Invoices

Maintain healthy cash flow:

• - Send friendly reminders a few days after the due date
• - Contact customers personally if invoices are very overdue
• - Consider requiring prepayment from chronic late payers
• - Keep communication professional and documented

Assign Roles Appropriately

Give team members the access they need:

• - Use Owner/Admin roles for managers
• - Give Staff access to employees handling orders and inventory
• - Use Driver role for delivery-only team members
• - Review permissions periodically

Communicate Changes

Keep your team informed:

• - Let team members know when you change product prices
• - Communicate inventory shortages
• - Share customer feedback with relevant team members
• - Review the calendar together during planning meetings

Stay Organized

• - Use consistent naming conventions across products and customers
• - Add notes to orders and customers for context
• - Archive old customers rather than deleting them
• - Export data regularly for your records

Review Reports Weekly

• - Check which products are selling best
• - Monitor outstanding invoices
• - Review inventory levels and waste
• - Identify trends in customer ordering

Keep Data Clean

• - Fix typos and errors as you spot them
• - Merge duplicate customers if you find them
• - Update customer contact info when it changes
• - Remove test orders and data

Use Mobile Access

• - Access Terrace from your phone while in the field
• - Update inventory after harvests
• - Check the calendar before committing to new orders
• - Record payments on-site at pickups or farmers markets