Introduction

Typically an order appears in the circuly Hub when a website visitor goes over your checkout page and places an order. The next step is to create a subscription for the order to start collecting recurring payments.  However you also have the possibility of creating orders from the circuly Hub. The Draft order feature in circuly allows you to create an order manually from the circuly Hub. This is especially useful in B2B transactions where you may operate on order-to-quote basis, in-store purchases, or customer service teams placing orders on behalf of customers.

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Feature overview

The Draft Order feature enables you to manually create a complete order in the circuly Hub. You can:

• Add customer information
• Assign a product and subscription plan

Once the draft is created, you have two powerful options for how to send it to the customer:

• Send as a quote (pay-by-invoice): Ideal for B2B customers who prefer traditional payment methods.
• Send as a pre-filled checkout link: Maintains the standard eCommerce experience while speeding up the process. The link brings the customer directly to a ready-to-pay checkout page with all order details pre-filled.

This dual delivery method gives you flexibility while retaining the smooth, familiar buying experience of your existing shop system.

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Step-by-step guide

Creating a draft order

• In the circuly Hub > Navigate to the Orders tab.
• then go to the Draft tab and click on the + Create order button dispalyed in the to right corner.

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• In the Create order window start by adding an item. To do so click on the Add item button.
  
  • In the Add item window fill in the needed information such as:
    
    • Selecting the product and the product variant (Note: Only limited number of products are visible in the dropdown menu. Therefore if you can’t find a product, simply type the name of the product in the input field. )
    • Type of subscription: normal, consumable or digital
    • Price & quantity
    • Subscription details such as duration, freuency etc.
    • Select the start
  • Confirm your selection by clicking on the Add item button.
  • Repeat the process if you want to add more items to the same order.

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• Continue to the Address section > And add the customer information. 
• Alternatively you can also choose an existing customer if the order is for a customer whose details already exist in the system. You can do so by clicking on the Select existing customer dropdown option and selecting a customer (You can search via first name, last name or email address).
• Check the details.

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Sending the order to the customer

• Option 1: Send the order as quote to the customer. In this case the customer gets a pre-filled checkout link and can finalise the order by adding their payment details.

• Option 2: Let the customer pay via invoice.‍
  Keep in mind that the payment processing will need to be managed outside of circuly. You can still mark the invoices manually as Paid to keep an overview of the outstanding invoices. 

‍Optional: You can also add a note for the customer under the Remarks field. Whatever you add here will be added to the email sent to the customer. You can use this field to inform your customer about any additional information.

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Finally click on the Create button to finalise the draft order.

• Once the order has been created, it will appear under the Draft tab.

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Note: You can also work with the circuly API to create manual order. You can find the documentation here. Please keep in mind that this works only for offline payments. If you want to create an order with other payment service providers, kindly write a service desk ticket to our customer support.

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Customer actions and journey

• Once you’ve successfully created a draft order > Your customer receives an email from the Email Templates that contains the link to the checkout and to the invoice. 

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Note: The email templates used to send the email are: Order Offer and Order Offer PDF. Set up the email template before you start using this feature.

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• When the customer clicks on the link, they are taken to the checkout page. All the details on the checkout page are pre-populated. 

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• The customer continues and finalises the order by adding the payment details and proceeding to the Order confirmation page. 
• The customer also receives the Order Confirmation email when the order has been successfully processed. 

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What happens next

The status of the order will change from open to completed once the customer has successfully completed the process by adding their payment details on the checkout page. 

Create a subscription for the order to start collecting the recurring payments.