What to Do When Your Business Gets a Large Order (and You're Not Ready)

It’s the kind of problem most business owners dream about—until it actually happens. A huge order lands in your lap, but you don’t have the inventory, staff, or capital lined up to deliver it. Panic sets in. You want to say yes, but how?

The good news: you’re not alone. Many small businesses get caught off guard by growth moments like these. And with the right game plan and business funding options, you can turn this "oh no" into a major win. This guide will walk you through what to do next—and how to come out stronger on the other side.

Start with a Clear Assessment

Before you agree to anything, hit pause and take stock of where you stand. Look at your current inventory, production capabilities, and team bandwidth. Can you realistically fulfill the order with what you have? If not, where are the gaps?

Break the order down into pieces—materials, timelines, manpower, and delivery. Understanding the full scope will help you figure out what’s missing, what’s possible, and what support you’ll need to get the job done. This kind of clarity takes stress out of the equation and helps you communicate with confidence.

Here's what you need to evaluate:

• Current inventory levels vs. what's needed for the order
• Available staff hours and potential overtime requirements
• Production capacity and possible bottlenecks
• Cash needed for materials and additional labor
• Storage space for extra inventory
• Shipping and delivery logistics
• Timeline flexibility and potential buffer days

Have an Honest Conversation with the Client

If you need more time or resources to fulfill the order, say so—early and clearly. Most clients will appreciate your transparency. Let them know you’re excited about the opportunity and are working on a plan to deliver. Set realistic timelines, and don’t be afraid to build in buffers for unexpected delays.

Clients often place large orders because they believe in your product or service. They’re rooting for you. Staying in communication throughout the process builds trust and increases the chances they’ll come back with even more business down the road.

Explore Funding Options (Quickly)

In many cases, what’s really standing between you and a fulfilled order is cash. Maybe you need to buy raw materials in bulk, ramp up production, or hire temporary help. Same-day business funding can make that happen without draining your reserves. Consider options like short-term business loans, invoice factoring, or a merchant cash advance to maintain steady cash flow.

• Working capital loans give you quick access to funds.
• Short-term financing bridges the gap between expenses and payment.
• Unsecured capital means you don’t need collateral to move forward.

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Tap Into Your Network

This is a good time to lean on the relationships you’ve built. Can your suppliers move quickly on materials or extend more generous payment terms? Do you know any trusted contractors or freelancers who can help with the extra workload? Could another local business lend a hand or collaborate on part of the project?

One of the best things about being a small business is the ability to move fast and think creatively. If you’ve built strong partnerships, now is the time to put them to use. You might be surprised how much support is out there when you just ask.

Ways to leverage your business network:

• Ask trusted suppliers about bulk order discounts or extended payment terms
• Connect with former employees or contractors who know your business
• Reach out to local business groups for temporary staffing recommendations
• Contact industry associations for quick supplier referrals
• Check with your chamber of commerce for local business support

Deliver What You Promised—Then Learn from It

Once you’ve got your plan in place and the order underway, focus on execution. Stick to your timelines, monitor quality closely, and keep communicating. Meeting (or exceeding) expectations on a large order can change the trajectory of your business.

But don’t stop there. After the dust settles, ask yourself: What worked? What didn’t? What would you do differently next time? Use the experience to improve your systems and prepare your business for the next big opportunity—because this likely won’t be the last.

This Is a Growth Moment—Treat It Like One

Getting a large order before you’re fully ready can feel overwhelming. But it’s also one of the best signs your business is on the right track. With proper planning and understanding your funding options, you can turn a stressful situation into a major growth story.

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Need help covering costs so you can say yes with confidence? Apply online now or give us a call at 877-400-0297. We’re here to help you keep up—and keep growing.

About the Author

Henry Pershin

As the Owner of BusinessCapital.com, Henry brings 20+ years of experience in small business financing to help companies grow and succeed. His straightforward approach has helped thousands of businesses get the funding they need through quick, transparent processes. At BusinessCapital.com, Henry leads a team focused on delivering real solutions and building lasting partnerships with clients across all industries.