Custom cake order form
Size, servings, tiers, sponge, filling, finish, colours, toppers and messages, step by step on any phone.
Cake order software: custom orders, deposits & pickups
Cake makers: custom orders without the Instagram DMs. Bake more, message less.
Orders come in through DMs, every design needs its own quote, deposits get chased by text and somebody always forgets to mention the nut allergy. We build cake order systems that take the size, flavour, design, date and deposit up front. Then we host them and look after them.
Looking for custom cake order software that takes the details and the deposit?
A custom cake is a mini project. Size, servings, tiers, sponge, filling, buttercream or fondant, colours, toppers, a message on a plaque, a dietary need and a date that can't move. Most cake makers collect all of that across Instagram DMs, Facebook messages, texts and the odd phone call. Then they price it by hand, chase the deposit and hope nothing got lost in the scroll.
Wollopit builds custom cake order software around how you actually bake. Customers pick their size and flavours, upload their inspiration photos and see a price straight away. The deposit is paid before the date is locked in. Your calendar knows how many cakes you can handle each day, your prep sheet adds up the batter and buttercream and pickup reminders go out with the balance link. We connect the tools you already use and host the lot on our own servers, so you can get back to the piping bag.
01The problems
What we hear from cake makers
Does your cake business have these problems? Here's how we'd fix them.
Most cake makers we talk to do beautiful work and run the order side on screenshots, sticky notes and memory. It holds up fine until wedding season lands on top of school holidays.
- The problemOrders scattered across DMsHalf the brief is in an Instagram DM, the date is in a Facebook message and the flavour was mentioned in a text three weeks ago.How we fix itOne custom order form that collects size, flavours, fillings, design, date and contact details in a single tidy order.
- The problemQuoting every cake by handEvery enquiry means working out servings, tiers and design time, then typing out a price that half the people never reply to.How we fix itPricing rules by size, tiers, flavour upgrades and design level so customers see a price before they even message you.
- The problem"Can you do this one?"A blurry Pinterest screenshot with no context and a back-and-forth to work out what they actually want.How we fix itInspiration photo uploads on every order, with notes on what to copy and what to change.
- The problemNo deposit, no commitmentPeople cancel the week before after you've bought the couverture and turned away other orders.How we fix itDeposits paid online at the time of order, with your cancellation terms agreed before they pay.
- The problemToo many cakes on one SaturdaySay yes to everyone on Friday night and you're up at 3am stacking tiers.How we fix itAn order calendar with daily limits by number of cakes or servings, so busy dates close themselves.
- The problemAllergies lost in the threadSomeone mentioned coeliac in a message last month and it never made it to the order.How we fix itRequired allergen and dietary fields on every order, flagged on your prep sheet and order card.
- The problemChanges two days out"Can we make it blue instead?" lands on Thursday night for a Saturday cake.How we fix itChange requests through the order page with a cut-off date you set, plus any price difference added automatically.
- The problemPickup no-shows and unpaid balancesCakes sit in the fridge while you chase the balance and the customer forgets what time they said.How we fix itPickup reminders by SMS and email with a balance payment link and a pickup time slot they chose.
- The problemShopping and prep by guessworkWorking out how many sponges, how much ganache and how many boards and boxes from a pile of order notes.How we fix itA weekly prep sheet built from your orders: sponges, fillings, buttercream, boards, boxes and dowels added up.
- The problemWedding deliveries and stand hireVenue address, coordinator's number, setup time and whose cake stand it is, all in different places.How we fix itDelivery run sheets with venue details and setup times, plus stand hire with bonds and return reminders.
02What we build
Solutions
What we build for cake makers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Inspiration uploads
Customers attach photos and notes to their order so you see exactly what they want before you confirm.
Pricing rules & instant quotes
Prices by size, tiers, flavour upgrades and design level, with manual quotes for the wild ones.
Deposits & balance payments
Deposits taken at order, balances requested before pickup and refunds handled by your own terms.
Order calendar with daily limits
Cap cakes or servings per day, block out holidays and close busy dates automatically.
Allergen & dietary records
Required fields on every order, flagged clearly on prep sheets and order cards.
Prep sheets & shopping lists
Your week's orders added up into sponges, fillings, buttercream, boards and boxes.
Pickup & delivery scheduling
Pickup time slots, delivery zones and fees, with SMS reminders the day before.
Wedding consults & tastings
Bookable tasting boxes or consults with a deposit that comes off the final cake.
Stand & equipment hire
Cake stands and displays booked against orders, with bonds and return reminders.
Cake gallery
Past cakes sorted by occasion and style, each one with an 'order one like this' button.
A website that sells cakes
Hand-built, quick on mobile, with your gallery and order form, built to rank for 'custom cakes near me'.
03The systems
The big ones
Your whole cake business, on one system.
These are the systems cake makers ask us about most. Each one works on its own and they get properly handy once they're joined up.
Custom orders & quotes
The whole brief, collected properly the first time.
Customers walk through size, flavours, fillings, finish and design, upload their inspiration photos and see a price as they go. You get one complete order instead of forty messages. Anything too custom for the rules comes to you for a quick manual quote.
- Step-by-step order form on any phone
- Servings guide for each size
- Sponge, filling and finish choices
- Inspiration photo uploads with notes
- Pricing by size, tiers and design level
- Flavour and topper upgrades priced in
- Manual quote option for big designs
- Quote accepted and paid in one click
- Order page for the customer to check details
Deposits & payments
No deposit, no date. Simple as that.
The date isn't locked in until the deposit is paid, so cancellations stop costing you ingredients and lost weekends. Balances are requested before pickup with a payment link and everything lands in Xero without retyping.
- Deposit taken at order
- Your cancellation terms agreed at checkout
- Balance requests with a payment link
- Automatic balance reminders
- Card, Apple Pay and Google Pay
- Price changes for design updates
- Refunds and credits by your rules
- Payments synced to Xero or MYOB
Calendar & prep
Know your week before you switch the oven on.
An order calendar that knows your limits, so a Saturday fills up and closes itself. Every order flows into a prep sheet that adds up the sponges, fillings and boxes you need, with allergens flagged in red.
- Daily limits by cakes or servings
- Blocked dates and holidays
- Weekly bake and decorate schedule
- Sponges and fillings added up
- Boards, boxes and dowels counted
- Allergens flagged on every card
- Printable order cards for the bench
- Shopping list for the week
Pickups, delivery & weddings
Every cake out the door on time and in one piece.
Customers pick a pickup slot and get a reminder with their balance link. Wedding and event cakes get delivery run sheets with venue contacts and setup times. Hired cake stands come home with bonds and return reminders.
- Pickup time slots
- SMS and email reminders
- Delivery zones and fees
- Delivery run sheets for the day
- Venue and coordinator details
- Setup times and notes
- Tasting box and consult bookings
- Cake stand hire with bonds
- Return reminders for stands
04How it changes
Before and after
A wedding season, wolloped.
Here's how one custom order could change. Every cake business runs a bit differently, so we map yours first.
Before
- Enquiry arrives in Instagram DMs at 10pm
- Twenty messages to get the size, flavour and date
- Work out a price and type it up by hand
- Chase the deposit by text for a week
- Allergy mentioned once and nearly missed
- Cake sits in the fridge waiting for collection
After
- Customer fills in the order form from your bio link
- Size, flavours, design and photos all in one order
- Price shown instantly from your rules
- Deposit paid and the date locked in
- Allergen flagged on the prep sheet
- Pickup reminder sent with the balance link
05Services
Everything under one roof
Software, websites and systems for cake makers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for cake makers
Built around how your cake business actually runs: custom cake order form, inspiration uploads and the admin in between, in one system you own.
Websites for cake makers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Cake business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for cake makers
Pricing rules & instant quotes and deposits & balance payments: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Square, Shopify and WooCommerce so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your cake business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the shop or booking setup you're happy with or replace the bits holding you back.
- Square
- Shopify
- WooCommerce
- Squarespace
- Wix
- Stripe
- PayPal
- Afterpay
- Xero
- MYOB
- QuickBooks
- Google Business Profile
- Google Calendar
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your cake business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit down with you at the bench and in your inbox, then work out where orders, quotes and payments are eating your time.
- 02
Archi-tech
We plan it before writing code: your sizes, flavours, pricing, daily limits, deposits, pickups, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the order form and deposits first, so you get a win before your next busy weekend.
- 04
Look after
We host it, maintain it and keep improving it. When something needs changing you call the people who built it.
08Questions
FAQ
Things cake makers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can customers upload inspiration photos?
Yes. Customers upload photos with their order so you see exactly what they want before you confirm the price.
Can it price cakes automatically?
Yes, for the cakes that follow your rules. We set prices by size, tiers, flavour upgrades and design level. Anything really custom can come to you for a manual quote that the customer accepts and pays online.
Can it stop me getting overbooked?
Yes. You set a daily limit by number of cakes or servings. Once a date is full it closes on the form automatically and you can block out holidays whenever you like.
Can I take deposits and balances separately?
Yes. The deposit is paid when they order to lock in the date. The balance is requested before pickup with a payment link and reminders go out on their own.
Do I have to stop taking orders through Instagram?
No. Put the order form link in your bio and reply to DMs with it. People still find you on Instagram but the details end up in one proper order.
I already sell through Shopify or Square. Do I have to switch?
No. If your shop or POS is doing its job we build around it and connect the order form, calendar and payments to it. If it's holding you back we'll show you what replacing it would involve first.
How much does a cake order system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
An order form with deposits can be quick. Bigger systems with prep sheets, deliveries and stand hire are planned in stages so you get the first win early.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most cake makers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a cake business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.