Your have customers that want to place their orders over the phone, email, or even through live chat.
How do you properly create new phone orders in WooCommerce manually?
In this guide, we break down all the steps. If you are more of a visual learner, check out my quick video tutorial below (over 5,000 views).
☎️ Create Phone Orders
- Add a new order in WooCommerce
- Add the customer with billing and shipping details
- Add products, coupons, shipping, and taxes to the order
- Create order and send client invoice for payment
- Customer receives invoice and pays for their order
1. Add a new order in WooCommerce
On WordPress dashboard, hover over WooCommerce and click Orders.
Next, click “Add order”.
2. Add the customer with billing and shipping details
Next, add the customer to the order.
If the customer currently has an account, search for the customer under the customer dropdown (i.e. enter their first and last name or email to search).
After selecting the customer, the customer’s billing and shipping address should load. If the billing or shipping address does not load, click “load billing address” or “load billing address”. If the customer wants to ship this order to a new address, enter in their new shipping address.
You could also create a new customer in WooCommerce first. Then, simply load that customer’s user profile. See my video of how to do this:
3. Add products, coupons, shipping, and taxes to the order
Click “Add products” at the bottom of the order form and search for the products to add to the customer’s order.
Optional: add coupon, shipping fee, or tax rate to the order (optional)
If applicable, do the following to add a coupon, shipping fee, or tax rate to the order:
- Coupon: click the “Apply coupon” button and enter the coupon code.
- Shipping fee: click “Add shipping” to enter shipping price.
- Tax Rate: click “Add tax” and select the tax rate for the customer.
4. Create order and send client invoice for payment
After you have entered the customer details, products, and any others, click Save.
Next, under Order actions in top right hand corner, toggle the dropdown to “Email invoice / order details to customer” and click “Create”.
Your customer will receive be emailed an invoice to pay for their order.
5. Customer receives invoice and pays for their order
Your customer will receive a email notification with the link to “pay for this order”, similar to the screenshot below.
When your customer clicks the payment link they will be directed to your store’s checkout page to complete their payment with the available payment gateways (i.e. Stripe, Authorize Net, PayPal, Amazon Pay, etc.)
What if my customer does not have an account yet?
If the customer has not yet been created, you can assign the customer as a “Guest”. If you want to create a new user for the customer, go to your WordPress dashboard, hover over Users and click Add new. When adding a new customer ensure that you set their role as “Customer” and enter in their billing and shipping details.
What should the default Order Status be?
Keep the order status as “Pending payment” unless you will collect the payment offline.
What happens after the customer pays for their order?
After the customer pays for their order, the order status will be updated from “pending-payment” to “completed”.
In addition, the customer will receive an email order notification that their order has been received.
How can I login to the customer’s account to make a payment with one of their payment methods on their account?
- Install the User Switching plugin on your store.
- Next, go to Users > click “Switch to” action to login with customer’s account.
- Go to My Account > Orders, and click the “Pay” link on the Orders page.
- Choose a saved method to complete payment for the order.
- Go back to Users > and click “Switch to” on your admin account.
When completed, the order status will be updated and will not require any manual actions from your customer!
How to add manual orders for WooCommerce Subscription Products?
For subscriptions, this would be a bit different as you cannot enter payment information manually by creating a subscription. To create a subscription with payment information this has to be done on the checkout page, mimicking a customer. I would recommend the following steps:
- Create the customer by going to Users > Add New and entering in customer’s details.
- Next, use the User Switching plugin to “switch to” the customer.
- Then, go to the product page of the subscription product and go through the Checkout process using the customer’s payment information.
If you are more of a visual learner, you can check out the video tutorial as well!
If you want to see how to manually create a new customer in WooCommerce, see the video below: