How to Create and Manage Orders

Managing orders in ClickFunnels is an essential part of running your business. In this article, you’ll learn how to navigate the process of creating orders manually, keeping them updated, and ensuring everything runs smoothly. With the right tools and steps, you can keep your operations running smoothly and provide a great experience for your customers.

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Requirements

• An active ClickFunnels account

• A product created in the Products section

• A payment method integrated within the workspace

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Overview of Orders in ClickFunnels

The Orders page in ClickFunnels is where you can track and manage customer transactions. This dashboard provides insights into your total sales, the number of orders, and the status of each transaction. Whether you’re reviewing live sales or testing your funnel setup, the Orders page gives you the tools to monitor activity and stay organized.

ClickFunnels allows you to create and manage the following order types:

1. Test Orders

   • Test orders let you simulate transactions using test payment methods. These orders are excluded from your analytics and are useful for verifying your funnel and payment setup before going live.

2. Live Orders

   • These are real purchases processed through your payment processor. They reflect actual customer transactions and are included in your analytics.

Note

The Create Order option for live orders is only available after you finish setting up a payment processor for live payments. If you haven’t set up a payment processor at all, you can’t create test orders either. To set one up, follow the steps in Getting Started: Setting Up Payments in ClickFunnels.

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How to Create Manual Orders

1. Navigate to Customers in the sidebar menu, then click Orders.
   

2. Click Create Order button in the top-right and select either:

   • Create Test Order: For test transactions that do not impact your analytics or real payment data.

   • Create Order: For real transactions with active payment processors.

3. Click + Add Products, select the product(s) you want, then click Select. Adjust the quantity or price of each product on the order form if needed.

4. In the Customer field, search for an existing customer or click Create a new Contact to add their details.
   

5. Click Create Order to save the order. If your workspace has more than one payment processor connected, the Choose a Payment Processor window opens first. Select the payment processor you want to use for this order. You will be automatically redirected to the order details page to manage or complete the order.

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Managing Orders

The order detail page provides tools to manage orders. The actions available depend on the order’s status, fulfillment, and billing conditions.

Manage Subscription (If applicable)

The Manage Subscription menu includes options to modify the subscription settings:

• Pause Subscription: Temporarily stops billing and fulfillment. Access will remain paused until the subscription is resumed. Available for active or trialing subscriptions that aren’t already paused.

• Edit Pause and Resume Subscription: Available while the subscription is paused. Use Edit Pause to change the pause, or Resume Subscription to resume the subscription now.

• Cancel Subscription: Opens the cancellation form. Under Effective date, choose Next Renewal to cancel the subscription at its next billing cycle date (the customer keeps access until then), or Now to cancel it immediately. With Now, you can also select Prorate remaining subscription balance to refund the balance remaining in the current billing cycle. Next Renewal appears only when the subscription has an upcoming charge. Available for trialing, pending, active, or paused subscriptions.

• Change Cancellation Date: Replaces Cancel Subscription once the subscription has been canceled, so you can change when the cancellation takes effect.

• Don’t Cancel: Available for Stripe subscriptions that are scheduled to cancel at a future date. Removes the scheduled cancellation.

• Change trial end date: Available while the subscription is in its trial period.

• Reactivate Subscription: Available for canceled subscriptions that can be reactivated.

• Update Renewal: Adjusts the next renewal date for the subscription, allowing changes to the billing cycle. Available for trialing, pending, active, or paused subscriptions.

Note

Pause Subscription, Edit Pause, Resume Subscription, and Update Renewal aren’t available for orders processed with Stripe.

Manage Order

The Manage Order menu includes options to make adjustments to the overall order:

• Send Invoice: Sends the invoice to the customer via email. You can customize the subject and message before sending.

• Discounts: Adds or adjusts discounts for the order. Select the desired discount option from the menu. Refer to the Creating and Managing Discounts in ClickFunnels article.

• Shipping Options: Edits or adds shipping charges to the order. You can choose predefined rates or set a custom shipping value. Learn more about How to Create and Manage Shipping Profiles. This option is only available when the order includes products that need shipping and has a shipping address.

• Delete Order: Deletes the order permanently. Test orders can always be deleted. Live orders can be deleted only while their billing status is pending or draft and no payment attempts (including failed ones) have been recorded.

Pay Invoice

If the order is unpaid or has an outstanding invoice, the Pay Invoice button becomes available. For orders processed with Stripe, the Pay Invoice button is only used for the order’s first payment. After an invoice has been paid, pay later invoices from the Invoices section instead.

1. Click Pay Invoice.

2. Confirm the invoice details, including the amount.

3. Select a payment method:

   • Saved Payment Methods: Use an existing card already saved to the contact.

   • Credit Card: Manually enter a new card (only visible if admin credit card entry is enabled).

   • Mark as Paid: Use this option if the customer already paid through an external method.

   • Send Invoice Email: Send the customer an email with a payment link so they can complete the transaction themselves.
     

     Caution

     If you don’t see the Credit Card option listed, your workspace may have disabled admin credit card entry. This is controlled by the “Allow User Credit Card Entry” setting in your workspace settings.

     To learn how to check or update this setting, see “Allow User Credit Card Entry” section in the How to Manage Workspace Settings article.

     Note

     For orders processed with Stripe, the payment options are Credit card, Mark as paid, and Send Invoice Email. If the “Allow User Credit Card Entry” setting is turned off, the customer’s saved payment methods are listed under Credit card.

4. Enter the payment amount.

5. Click Pay $[Amount] to complete the payment. Once processed, the order status will update to Paid.

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Managing Order Products

When managing an order, you can review and adjust the included products before finalizing payment. Once an order is completed, product details can no longer be edited.

1. On the order details page, review the order under the Product or Plan section, depending on the type of product included. Subscription products will appear under Plan section, while one-time purchases are listed under Product.

2. To add products, click Add Products and select the item(s) you want to include. To learn about creating products, refer to the How to Create and Manage Products article.
   

3. To edit or remove a product, click the gear icon next to the item. This will open a modal where you can:

   • Update the variant, price, or quantity.

   • Click Delete at the bottom left of the modal to remove the item.

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Managing Payment Transactions

The Payments section on the order page provides a detailed record of all payments associated with the order. You can view payment information or process refunds when needed.

Steps to Manage Payments

1. View Payment Details:

   • Locate the payment in the Payments section.

   • The table displays the payment Result, Type, Amount, Payment Method, and the date it was created.

   • To view more details, click the three dots icon next to the payment and select View.

2. Refund a Payment (if applicable):

   1. Click the three dots icon next to the payment you want to refund.

   2. Select Refund from the dropdown menu.
      

   3. In the Refund Payment pop-up, enter the refund amount. You can issue a full or partial refund based on the available balance.

   4. Optionally, add a reason for the refund in the text field provided. For payments processed with Stripe, Reason for refund is a dropdown instead, with the options Duplicate, Fraudulent, and Requested by customer. If you choose Fraudulent, Stripe will automatically block the card used for this transaction.

   5. Review the details, then click Refund $[Amount] to process the refund.

   6. Once the refund is complete, it will appear in the Payments section with updated details.

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Managing Invoices

The Invoices section on the order page provides a record of all invoices associated with the order. You can view details, manage payments, or take additional actions based on the invoice status.

To manage an invoice, click the Three dots icon next to it and select one of the available options:

• Pay: Process payment for an unpaid invoice.

• View: Open and review invoice details.

• Send: Email the invoice to the customer. After the invoice has been sent, this option appears as Resend.

• Download: Save a PDF copy of the invoice.

• Reissue: Regenerate the invoice with updated details (available for abandoned, unpaid, or past-due invoices).

• Abandon: Cancel the invoice (available for unpaid, draft, or past-due invoices).

Note

For most orders processed with Stripe, Reissue and Abandon aren’t available. Instead, you can use Void on an unpaid, past-due, or uncollectible invoice, and Mark Uncollectible on an unpaid or past-due invoice.

For more detailed steps, refer to the How to Manage Invoices article.

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Assign affiliate commissions

• Click Assign Affiliate in the Commissions section to assign an affiliate to the order.
  

• For detailed instructions on managing affiliate commissions, refer to the How to View and Manage Affiliate Commissions article.

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Order Timeline

The Order Timeline section provides a chronological log of all activities related to the subscription order. This includes invoice generation, payment status updates, subscription renewals, and other key events.

How to Use the Order Timeline

1. Review Order Events:

   • Scroll through the timeline to view a detailed history of events, such as:

     • Invoice issuance and updates (e.g., marked as paid, past due).

     • Subscription renewals or cancellations.

     • Payment actions recorded by the system.

2. Add Internal Notes:

   • Use the text box at the top of the timeline to write a note.

   • Click Post to save the note. You’ll be asked to confirm, because a posted message can’t currently be undone.

   • Notes are internal and can help track additional information or communication regarding the order.

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Managing Customer Details

The right-hand section of the order page provides tools and information for managing customer details and additional order actions.

Customer Information

• Name and Contact Information: Displays the customer’s name, email, and the total number of orders they’ve placed.

• Payment Processor: Indicates which processor is being used for the order (e.g., Payments AI). This appears when your workspace has more than one payment processor connected.
  

• Subscription Details (if applicable): For subscription orders, this section also includes:

  • Started: The date the subscription began.

  • Current period: Shows the start and end dates of the current billing cycle.

  • Renews: Indicates when the subscription will renew next.

  • Total paid: The total amount the customer has paid for the subscription so far.

Autopay Method (Available for Subscription Product Orders)

• Payment Method: Displays the saved payment method (e.g., credit card or PayPal) and its expiration date.
  

• Change Payment Method:
  If the customer has added multiple payment methods in their Customer Center, you can select one of these existing methods for autopay. If your workspace has enabled the Allow User Credit Card Entry setting, admins can also add a new credit card during this process.

  1. Click Change next to the autopay method.

  2. Choose a payment method from the list of options, or click Add New Card to enter a new credit card.
     

  3. Save the changes to update the autopay settings for future payments.

     Helpful Resources

     1. Customer Center - Understanding User View

     2. How to Manage Workspace Settings

Backup Method (Available for Payments AI Subscription Orders)

• A Backup method is a secondary payment method that will be used if the primary autopay method fails. This helps prevent subscription interruptions due to expired or declined cards.

• Click Add backup to add one, or Change to replace the current backup method. If no backup is set, the section shows No backup payment method.

Shipping Address

• Displays the customer’s shipping address.

• Click Edit to update the address if necessary.
  

Billing Address

• Shows the current billing address. For orders processed with Stripe, this section is labeled Contact billing address.

• Click Edit to modify the information.
  

Order Tags

Use Order Tags to categorize and organize the order.

• Click Add to create new tags or assign existing tags to the order.

• Tags can help you track orders by category, priority, or any other custom labels you choose.

Notes

The Notes section allows you to add internal comments related to the order:

• Click Add to write a new note.

• Notes are visible only to team members and can be used to document special instructions, customer requests, or order history.