Frequently Asked Questions
Answers to common questions about using Trackod.
Account & Login
I did not receive the verification email
Check your spam or junk folder. If you find the email there, mark it as "Not Spam" so future emails arrive correctly. If you still cannot find it, click "Resend code" on the verification screen.
I forgot my password
On the login page, click "Forgot password?" and follow the instructions to reset it. You will receive an email with a link to create a new password.
My team member's signup is not working
Make sure they are using the exact email address you entered when inviting them. The email must match exactly — including capitalization and any dots or special characters.
I do not see the Settings option
Only Admins can access Settings. If you are a Member, ask your Admin to make changes to team settings or invite new members.
How do I change my role from Member to Admin?
Only existing Admins can change user roles. Ask your company Admin to update your role in Settings > Team Members.
Importing Orders
What files do I need to import an order?
You need two files from your accounting software:
- Excel file — Contains order data (vendor details, line items, quantities, rates)
- PDF file — The purchase order document
Both files are required for import.
Can I edit order details after import?
You can update certain fields like expected delivery date and add notes. However, line items and vendor information are captured at import time to maintain an accurate record.
What if the Excel file has wrong information?
You can edit vendor information, delivery details, and other fields during the import process before finalizing. If you notice errors after import, add a note to the order explaining the correction.
Can I import multiple orders at once?
Currently, orders are imported one at a time. This ensures each order is reviewed for accuracy before being added to the system.
Orders & Status
What do the different statuses mean?
| Status | Meaning |
|---|---|
| Pending | Order created but not yet sent to vendor |
| Notified | Vendor has been sent the purchase order |
| Acknowledged | Vendor confirmed they will fulfill the order |
| Dispatched | Vendor has shipped the order |
| Delivered | Order received at delivery location |
How do I update an order status?
Open the order and use the Update Status section in the right sidebar. Click the appropriate status button to record the change.
Can vendors update status?
Yes! When vendors access their portal and update an order, the status changes automatically in Trackod. You do not need to enter the update manually.
What happens to delivered orders?
Delivered orders move to the Completed tab on the Orders page. They remain accessible for reference and historical records.
Vendor Portal
Do vendors need to create an account?
No. Vendors access their portal through a unique link. No signup, login, or password is required.
Can I share the same portal link for multiple orders?
Yes. The vendor portal link gives access to all orders from your company, not just one specific order. You do not need to send a new link for each order.
What if a vendor cannot access their portal?
- Make sure you shared the complete link (some messaging apps truncate long URLs)
- Try sending the link without additional text
- Get a fresh link from the Order Details page and share it again
Will vendors receive email notifications?
If you choose to send via Trackod during import, vendors receive an email with the purchase order attached and a link to their portal. Reminders sent through Trackod also go via email.
Action Queue
How does Trackod decide which orders need attention?
Trackod automatically identifies orders that are:
- Overdue — Past their expected delivery date
- Pending Response — Vendor has been notified but has not acknowledged
- Stale — No activity for several days
How do I remove an order from the Action Queue?
Orders automatically leave the Action Queue when their situation is resolved:
- Overdue orders leave when marked Delivered or when the expected date is updated
- Pending Response orders leave when the vendor acknowledges
- Stale orders leave when any activity occurs (note added, status updated, etc.)
Should I clear the Action Queue every day?
Ideally, yes. Working through the Action Queue daily ensures nothing slips through. If orders keep accumulating, it may indicate issues to address with certain vendors or processes.
Team & Collaboration
Can multiple team members work on the same order?
Yes. All team members with access to Trackod can view and update any order. The Activity Timeline records who made each change.
How do I know who made a change to an order?
Every action is recorded in the Activity Timeline with the team member's name and timestamp. You can see exactly who did what and when.
Can I restrict access to certain orders?
Currently, all team members can view all orders. Role-based access restrictions may be added in future updates.
General
Does Trackod replace my accounting software?
No. You continue to create purchase orders in your existing accounting software (Tally, QuickBooks, Zoho Books, etc.). Trackod is the layer that comes after — helping you track orders from placement to delivery.
Is my data secure?
Yes. Trackod uses industry-standard security practices to protect your data. All connections are encrypted, and access is controlled through secure authentication.
Can I access Trackod on mobile?
Trackod is accessible through any web browser, including mobile browsers. While there is no dedicated mobile app, the web interface works on phones and tablets.
How do I report a bug or request a feature?
Contact us at support@trackod.com. We appreciate feedback and use it to improve Trackod.
Still Have Questions?
If your question is not answered here, reach out to our support team.
Continue to Contact Support for ways to get help.