How to Build an Order Management App with NotionApps (Step-by-Step) in 2025

Step 1: Create a New App

1. Start by logging into NotionApps.

2. Click on Create New App to begin.

3. Select the Notion databases you want to include and hit Build App.

Step 2: Set App Identity in Settings

1. Open Settings in the app.

2. Rename the app, pick an icon, and update any other identity details.
A clear name & icon help your team recognize the app at a glance.

Step 3: Add Users

1. From the left sidebar, go to the Users section.

2. Click on Select user database and choose Employees.
1. Login method - Email address + Login Code
2. Email address property - Email
3. Username property - Name
4. Turn the Allow users to sign up toggle on.\
5. Click Confirm.
This will allow you to tag employees whenever stock is withdrawn or added, keeping accountability clear.

Step 4: Remove Old Screens

Step 5: Build the Orders Screen

1. Create a new screen:
• Click on New Screen → Select Orders Database → List (Update Items) → Done
• Name the Screen → Orders

2. Style Settings:
• View Type → Grid
• Grid Column Size → Small

3. Data Settings:
• Title → Order ID
• Description → Name → Customers
• Caption → Created time
• Color Tag → Dependant on Status ( Cancelled, Delivered, Shipped or Pending ) Each can be set to a unique color for easy Identification.

4. Behaviour Settings:
• Click on Go to Update Screen, this opens a new screen which allows users to update different properties for each order.
• Delete all existing Logics and add the following:
• View Order ID → Heading
• View Comments → View Text
• View Created time → View Text
• View Total Price → View Text
• List Customers → List
• Title → Customers → Name
• Description → Customers → ID
• Caption → Customers → Address
• Turn on the On Click & Show Reload Button toggle & turn off the Allow Adding toggle
• List Cart Items → List
• Title → Products → Name
• Description → Products → SKU
• Color Tag → Quantity
• Image → Products → Photo
• Also turn on Show Reload Button toggle
• Update Status → Dropdown
• Change Save Button Text → “Update Order”
• Turn on Add New Item toggle
• Turn on Allow Search toggle
• Toggle on the Show Scanner option and set Scan Type → Barcode
• Add a Sorting Property, where Sort By → Created Time & Order → Z-A
• Also add In-App Filtering, where Filter Column → Status & Filter Name → Order Status
Create a “New Order” Form
• Click on the ➕ icon at the Bottom Right
• In the Logics delete all existing ones and add the following:
• Input Order ID → Text Box
• List Cart Items → List
• Input Customers → Page Selector
• Input Comments → Paragraph Box
• Under Actions, Action Type → Change Data, Set → Status → Pending



Step 6: Build the Products Screen

1. Create a new screen:
• Click on New Screen → Select Products Database → List (Update Items) → Done
• Name the Screen → Products
2. Style Settings:
• View Type → Grid
• Grid Column Size → Small
• Grid Image Style → Rectangle (Horizontal)
3. Data Settings:
• Title → Name
• Caption → SKU
• Image → Photo
4. Behaviour Settings:
• Name the Screen Update Products
• Under Logics, delete all pre-existing ones and add the following:
• Update SKU → Text Box
• Update Name → Text Box
• Update Photo → Photo Uploader
• Update Price → Number Box

Step 7: Build the Customers Screen

1. Similar to the previous steps, we will begin by creating a new screen
• Click on New Screen → Customer Database → List(Update Items) → Done
• Name the screen Customers

2. Style Settings:
• View Type → Grid
• Grid Column Size → Large

3. Data Settings:
• Title → Name
• Caption → Email
• Color Tag → ID

4. Behaviour Settings:
• Click on Go to Update Screen, this opens a new screen which allows users to view and edit customer details, name the screen Customer Details
• Delete all existing Logics and add the following:
• View Name → View Text
• View ID → View Text
• View Email → Contact Card
• View Address → Address Viewer
• Add a Divider
• Label → In the Label box enter “EDIT DETAILS”
• Update Name → Text Box
• Update Email → Text Box
• Update Address → Address Finder
Turn on Is Required toggle for all update sections

Step 8: Update Navigation

1. Go to Edit Navigation and rename your tabs to match your app’s flow.

2. Update icons for a more intuitive interface.

Wrapping It Up

• A clear dashboard to view, sort and update every order in real time.

• A centralized customer list with accurate details linked to each order.

• A structured product catalogue that keeps pricing, stock and item data consistent across workflows.

• Faster updates through mobile-friendly forms and easy data entry screens.

• Room to scale with automations, analytics or additional screens as your operations grow.

💡Pro Tip: NotionApps already offers a ready-to-use Task Tracker template that you can customize to fit your needs, along with many other templates designed for different use cases.
You can access all templates through this link🔗

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