Help needed

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What exactly do I need for the functionality described below? Can I create custom order forms in e commerce plugins? Very confused. and have been searching for days, Please help.

I need custom order forms where the client is able to
place the order in our system. The system then needs to send an email
or notify us that an order has been placed. In turn we will upload
documents on our end of the system and then these will publish to the
client side where they can download documents as this constitutes
delivery. In addition, we need to have the system display on our side
New, Pending, Order Placed, and Final so we can track the status of
every order.