One notebook for active orders until they're paid and delivered, then the order form goes into an archive notebook. You only fill out the one form, and then just move it around according to its progress. I also use a simple electronic database setup to keep track and search for files by address, city, zip, lender, property type, report type, and fee. Nothing too complicated because redundancy is a small business owner's enemy. The easiest way I've ever seen to file and keep track of reports is to incorporate the date into the file name.
Different computer directories for different report types.
Since the reports are listed using a numerical order, the order can be consistent between different software setups, file tracking and collections. I can always find my reports in my database by their date, I can easily store my records and dispose of them after the 5 years expires, and the appraisal software stores the file in chronological order, with the most recent files at the top of the list. I've used this setup now for 10 years and it saves so much time. I can always find what I'm looking for. Hope this helps.