Custom Cake Orders: The Complete Guide

Handle a custom cake order in six steps — inquiry → quote → deposit → production → decoration → delivery. Capture the request as an inquiry (event date, guest count, design, reference images, budget), quote it with tiered pricing, and take a deposit of about 50% before you bake. Here's the full workflow in BakeOnyx.

Step 1: Initial Consultation & Inquiry

When a customer reaches out with a custom cake request, the first step is to create an inquiry in BakeOnyx. This centralizes all the initial details.

1. Navigate to Inquiries in your BakeOnyx dashboard.
2. Click the + New Inquiry button.
3. Fill in the following details:
   • Event Date
   • Guest Count
   • Design Description: Be as detailed as possible based on the customer's request.
   • Reference Images: Upload any photos the customer provides. These are crucial for your decorator!
   • Flavour Preferences
   • Dietary Requirements (e.g., gluten-free, nut-free)
   • Budget Range (if provided by the customer)
4. Assign the inquiry to the relevant team member, such as your cake decorator or lead baker.

Step 2: Design, Quoting, and Terms

Once you have the initial details, it's time to create a formal quote. For custom cakes, breaking down the pricing is key.

1. From the inquiry page, click the Create Quote button.
2. Structure your quote with line items that make sense for a custom cake:
   • Base Cake: Price based on size and flavour.
   • Decoration Complexity: Differentiate between simple buttercream and intricate fondant work.
   • Add-ons: Include items like cake toppers, fresh flowers, or special delivery fees.
3. Remember to factor in Labour Hours. Custom cakes are often very time-intensive.
4. BakeOnyx will automatically calculate the total.
5. Add your standard terms and conditions, such as: "A 50% deposit is required to confirm your order. The remaining balance is due 3 days before the event date."

Step 3: Deposit and Order Confirmation

Sending the quote and securing a deposit are vital steps to confirm the order and commit to the work.

1. Click Send Quote to send it to the customer via email.
2. When the customer accepts, click Convert to Order. This moves the quote details into a formal order.
3. Navigate to the order detail page (you can find it under Orders).
4. Click Record Payment and enter the deposit amount. BakeOnyx will clearly show the deposit paid and the balance remaining.

Step 4: Utilizing the Product Configurator (Optional but Recommended)

If you handle many custom cake orders, setting up the Product Configurator can streamline the quoting and ordering process, especially for online sales.

1. Go to Settings in BakeOnyx.
2. Select Product Configurator.
3. Define your standard options, such as:
   • Sizes: (e.g., 6-inch, 8-inch, tiered options)
   • Flavours: (e.g., Vanilla, Chocolate, Red Velvet)
   • Fillings: (e.g., Buttercream, Ganache, Cream Cheese)
   • Coverings: (e.g., Buttercream, Fondant, Naked)
4. You can assign price adjustments to each option, allowing BakeOnyx to calculate costs more accurately as customers select their preferences.

Step 5: Production Planning

Proper scheduling ensures your custom cake is ready on time and looks its best.

1. 2-3 Days Before Event: Schedule the baking of cake layers. Add these tasks to your production schedule.
2. 1-2 Days Before Event: Schedule filling, crumb coating, and chilling the cake.
3. Day Before or Day Of Event: Schedule the final decoration.
4. If needed, create multiple production tasks for a single order – one for baking, another for decorating – to manage workflow effectively.

Step 6: Delivery and Final Payment

Custom cakes often require careful handling during delivery.

1. On the order detail page, add any specific Delivery Notes (e.g., "Handle with care," "Keep upright").
2. If possible, use a dedicated delivery slot in your schedule for fragile items like custom cakes.
3. Before handing over the cake, take a clear photo for your portfolio and records.
4. Mark the order as Delivered in BakeOnyx.
5. Collect the remaining balance payment.

Generating Allergen Labels

For custom cakes, ensuring accurate allergen information is critical.

1. Go to the specific Order Detail Page for the custom cake.
2. Click the Allergen Labels button.
3. BakeOnyx will generate labels based on the ingredients in your recipes. Print these labels and attach them securely to the cake box.

Next Steps

Now that you're familiar with managing custom cake orders, explore these related topics:

• Frequently Asked Questions