New Order
Build orders for customers by hand: pick a client, add and configure products, override pricing, then create the order and its proforma invoice.
What New Order is for
New Order is the staff-side order builder. Use it whenever a customer cannot or will not go through the public checkout: phone sales, manual contracts, internal demo accounts, or bespoke builds you price by hand. You pick the customer, add one or more products, configure each line, and submit. Unless you mark the order billing-exempt, FluxBilling generates a proforma invoice for the customer; the order is fulfilled once that proforma is paid.
How to reach it
Open Orders from the sidebar, then click the Create Order button at the top right of the list. The back arrow beside the New Order heading returns you to the Orders list without saving.
Step-by-step: building an order
- Select the customer. In the Customer card, start typing in the Search customers by name or email… box. After two characters a dropdown lists matching accounts. Click one to attach it. The card then shows the customer's name (a link to their client profile), email, and company. Use Change to swap to a different customer.
- Add a product. In the Order Items card, click Add Product (the card starts empty with “No products added yet” and an “Add your first product” link). The Select Product dialog opens. Type in Search products… to filter by product name or category, then click a product to add it as a line item. Repeat to add as many products as the order needs.
- Configure each line item. Every added product expands into its own panel with a header (name, category, and a short specs summary), a price, and a trash icon to remove it. Set the Billing Cycle and Quantity, then complete any product-specific fields described below.
- Review the Order Summary. The sidebar on the right updates live as you configure items — subtotal, upgrades, options, setup fees, VAT, and the grand total.
- Choose how it bills. Leave Billing Exempt off to generate a proforma invoice, or turn it on to provision immediately with no invoice (see the Billing Exempt section).
- Add internal notes if needed, then click Create Order. You are taken to the new order's order details page.
Per-item configuration reference
The fields shown for a line item depend on the product's category and how it provisions. Standard hosting products show the full set below; specialised products (colocation, IP transit, and plugin-driven products) show a tailored set of fields instead.
| Field / section | What it does |
|---|---|
| Billing Cycle | Monthly, Quarterly, Semi-Annually, or Annually. Changing the cycle re-prices the line to the matching term price. |
| Quantity | Number of units of this product on the order. Multiplies the line subtotal and setup fee. |
| Hostname | Optional hostname for the service (placeholder server.example.com). Shown for standard provisioned products. |
| Location | Deployment location for the service. Appears whenever the product has one or more locations configured; pick where it should be provisioned. |
| Operating System | Required for products that provision an OS. Templates are grouped by family; pick one. If a product has no OS image list, an Operating System options block appears instead. |
| Root Password | Initial root/admin password for the service. Use the eye icon to reveal it, or the sparkle icon to generate a strong 16-character password. |
| Hardware Upgrades | RAM, Storage, and Bandwidth choices defined on the product. Each option shows its added monthly cost. |
| RAID Configuration | RAID options for products that expose them, selected as cards or dropdowns. |
| Additional Options | Any other add-ons configured on the product (one-time or recurring), shown as selectable cards. |
| Inventory Check | For dedicated-server products only: lists in-stock servers that match the chosen specs, with a match score and an estimated delivery. Click a server to see its full details. If nothing matches, the order is queued. |
| Custom Fields | Any extra fields defined on the product's category. Required fields are marked with an asterisk; admin-only fields are flagged “(admin only)”. |
| Custom Pricing Override | Expandable section to override pricing for this line (see below). |
Overriding the price for a line
Click Custom Pricing Override on a line item to reveal two inputs:
- Custom Total — replaces the line's automatically calculated subtotal (base + upgrades + options). The field shows the auto value in parentheses for reference.
- Custom Setup Fee — overrides the product's default setup fee for this line.
Leave a field blank to keep the automatic amount.
Order Summary, VAT, and the total
The sticky Order Summary sidebar itemises the order in the customer's currency:
- Subtotal
- Sum of all line base prices × quantity.
- Upgrades / Options
- Shown only when those add-ons are selected on a line.
- Setup Fees
- Combined one-time setup charges.
- VAT
- Calculated from the selected customer's country. The line shows the rate and country code, displays “Exempt” for VAT-exempt customers, or 0.00 where no VAT applies.
- Total
- The grand total the customer will be billed, including VAT.
The VAT line only appears once a customer is selected, and a calculated amount is shown only when the order total is above zero. If the figure looks wrong, check the customer's country and tax settings on their profile — the rate is derived from there.
Billing Exempt
The Billing Exempt toggle sits just above the Create Order button. Its description reads “No invoice or renewal billing.”
- Off (default): the helper text reads “A proforma invoice will be generated for the customer.” The order produces a proforma invoice and is fulfilled once it is paid.
- On: the helper text changes to “Service will be provisioned immediately with no invoice.” No invoice is created and no renewal billing is scheduled — the service is set up right away.
Billing Exempt is meant for internal use — staff comp accounts, demo instances, or contractually free services. Because it provisions immediately and never bills or renews, do not use it for paying customers, or you will deliver a service that is never invoiced.
Admin Notes
The Admin Notes card holds internal context about the order (placeholder “Internal notes about this order…”). These notes are for your team only and are not shown to the customer.
Creating the order
The Create Order button stays disabled until you have selected a customer and added at least one product. When you submit, FluxBilling validates the order — for example, it asks you to choose an operating system where one is required, and to complete any required custom fields — before creating the order and taking you to its details page. While it processes, the button shows “Creating Order…”.
Need to discount the whole order rather than a single line? Apply per-line custom pricing here, or set up reusable promotions in Discounts for public checkout.