provide customer tracking info as easily as possible

I am startnig a small business and hoping that it grows but if it does here is what i see happening. An order will get placed to me. I will then call one of my vendors for the product. I then would like to be able to log into the shopping cart database and pull up the order number and quickly enter tracking and have a program that will do the rest of the work ; pull up the email,send out an email stating that the order has been processed and give the tracking information so thati can do this as quickly and effieciently as possible.