Wix Bookings: About the Orders Tab

9 min read

Important:

The Orders tab is not yet available to everyone.

Every time a client books a service, an order appears in the Orders tab. You can use the Orders tab to access and work with orders, without viewing them in a calendar format.

How do I access the Orders tab?

In this article, learn how to:

Using Wix Stores as well?

You also see stores orders in the same tab.

Viewing & updating customer details

After selecting an order, your customers' details appear on the right side of the order.

You can update a customer's email address if they made a mistake during checkout. Additionally, you can go to the customer's contact card where you can view additional details and perform a variety of actions.

To update a customer's details:

Go to Orders in your site's dashboard.
Click the relevant order.
Select an option:
- Edit the email address and resend order confirmation:
  1. Click the Edit icon at the top right.
  2. Select Email Address.
  3. Enter a new email address.
  4. Click Update.
- View or edit other settings:
  1. Click the customer's name.
  2. View or edit any of the Contact settings.
    Tip: From this side panel, you can chat with your customer, add a note, view previous bookings, and much more..

A screenshot showing a customer's details visible in the orders tab in the dashboard.

Manually marking an order as "Paid"

If an order was placed using the Manual (Offline) payment method or the service is set to be paid in person when the customer arrives for the service, you must manually mark the order as 'paid' to update your records.

To update the payment status:

Go to Orders in your site's dashboard.
Click the relevant order.
Click Collect Payment at the top right.
Click Mark as Paid to confirm.

Notes:

Orders marked as "Paid", cannot be changed back to "Unpaid".
If your customer paid for the order online, it is automatically marked as "Paid".
You can also see if a client used a coupon or a gift card to pay for their order in the Payment info section.

Requesting payment via invoice

You can create an invoice for an unpaid order to request payment from your client. Once you send the invoice via email or share the direct link with them, clients can click the invoice and pay online using any of your payment methods.

Before you begin:

Set up your invoice so that all your company details (e.g. business name, logo) are displayed correctly.

To issue an invoice for an order:

Go to Orders in your site's dashboard.
Select the relevant unpaid order.
Click the More Actions drop-down.
Select Charge by Invoice.
Click Create Invoice.
Tip: This creates a saved draft of your invoice.
Select how to send the invoice to your customer:
- Share using a link:
  1. Click Share Link at the top.
  2. Click Click Here to Create a Link.
  3. Click Copy Link.
  4. Click Done.
  5. Send the link to your customer.
- Print a copy of the invoice:
  1. Click Print at the top.
  2. Print a PDF or hard copy of the invoice.
  3. Send the invoice to your customer.
- Send by email:
  1. Click Send via Email at the top.
  2. (Optional) Edit the email's subject line or message.
  3. Click Send.

Creating a manual order

You can create a manual order to offer and charge for a custom service that isn't in your list of services. For example, if you're a photographer who wants to offer one particular client a photo session that isn't in the list of services, create a manual order for them.

You can also add multiple items, custom items, appointments or additional fees to the order.

To create a manual order:

Go to Orders in your site's dashboard.
Click + Add New Order.
(Optional) Add a product to the order (Available if you also use Wix Stores).
Add a custom item to the order:
1. Click Add Custom Item.
2. Enter an item title.
3. Enter the price.
4. (Optional) Enter a description of the item.
  Note: This description is visible to customers.
5. Click Add.

A screenshot showing how to add a custom item to an order in the orders tab in the dashboard.

(Optional) Add an appointment to the order:
1. Click + Add Item.
2. Click Service.
3. Click the checkbox next to the relevant service.
4. Click Continue.
5. Add the appointment details including the location, staff member, date & time, and price.
  Note: The standard price for the service appears automatically, but you can edit it to offer the service at a different price.
6. Click the Notify client with an email checkbox to send your client an email about the new order. The details of the appointment do not appear in the order confirmation email clients receive. Selecting this checkbox lets clients know the details of the session in a separate email.
7. Click Add to Order.

Screenshot showing how to edit the details of an appointment you add to a manual order.

Notes:

When you finish creating an order with an appointment added, the session appears on the Booking Calendar automatically.
For plan-only appointments, you need to go to the Booking Calendar to redeem from your customer's plan.
Currently, you can only add appointments to an order. If you would like to add classes or courses to orders, you can vote for this feature here.

Add a customer to the order:
- Select an existing customer:
  1. Click Add Customer Details.
  2. Select a customer.
  3. (Optional) Click the Edit iconto view or edit the customer's details.
- Add a new customer:
  1. Click Add Customer Details.
  2. Click + Add new customer.
  3. Enter the customer's details.
  4. Click Save.
(Optional) Add a discount:
1. Click Add Discount.
2. Enter the discount amount.
3. (Optional) Enter a discount reason (not visible to customers).
4. Click Apply.
Click Create Order at the top right.

The new order appears in the Orders tab of your site's dashboard. Make sure to contact your customer to arrange payment.

Adding a note to an order

Keep track of special requests and instructions by adding notes to orders. These notes are personal and can only be seen by you and your site contributors.

To add a note to an order:

Go to Orders in your site's dashboard.
Select the order you want to add the note to.
Scroll down to Order Activity.
Enter your note in the Add a note field.
Click the checkmark to save.

Customizing and saving your view

Customize the table you see in the order list so it only includes relevant information. Additionally, you can filter orders to view just the ones that interest you. Then, save your view to access it quickly the next time you need it.

Tips:

The "fulfillment" column is only relevant if you also have store orders. You can hide it if you only use Wix Bookings.
You can filter your orders to view either store items only or booking services only using the Item Type filter.

A screenshot showing how to filter your orders in the orders tab in the dashboard.

Updating multiple orders at once

Save time by performing changes on multiple orders at once.

To update multiple orders:

Go to Orders in your site's dashboard.
Select the checkbox next to the orders you want to update.
Click the action from the top bar:
- Fulfill: Only relevant for store orders.
- Marked as Paid: Marks the selected orders as "Paid".
- Create an Invoice: An invoice is created and appears in the Invoices tab.
- Export: Click to download a CSV file.
- Print : Send orders to your printer.
- Archive : Adds the selected orders to the archive

A screenshot showing how to make updates to multiple orders at once.

Note:

You can create an invoice for up to 100 orders at once.

Exporting your orders

Keep track of your business by exporting your orders to a CSV file. You can export the data you need and remove the data you're not interested in at the moment.

To export your orders:

Go to Orders in your site's dashboard.
Select the orders you want to export:
- Specific orders: Select the checkbox next to the relevant order(s).
- All orders: Select the checkbox next to the Order column to mark them all.
Click Export.
Select how you want to display exported orders:
- Item purchased: Each item purchased is displayed in a separate row, even if they are part of the same order.
- Orders: Each order is displayed in one row, even if multiple items were purchased.
Deselect the columns that you do not want to include (e.g. deselect billing and payment columns if they are not relevant at the moment).
Save the file to your computer:
- Chrome: The CSV file downloads and appears on the bottom of your screen.
- Firefox: Select Open with to open or Save File to save.
- Internet Explorer: Click Save at the bottom of your screen.
- Safari: The file opens. Click cmd + s on your keyboard to save the file (with a .csv extension, and Page Source format).

Note:

The time of purchase recorded in the CSV file is always given in Coordinated Universal Time (UTC). For instance: January 01, 5.00PM (PST) = January 02, 1.00AM (UTC).

Archiving orders & viewing archived orders

If you want to remove an order from the Orders tab but still keep its records, add it to the archive. You can find it again later by viewing your archived orders.

To archive an order:

Go to Orders in your site's dashboard.
Select the checkbox next to the order you want to archive.
Click the Archive icon at the top right.
View archive orders:
1. Click Filter at the top right.
2. Click to expand the Archive Status section at the bottom.
3. Select the Archived checkbox.
4. (Optional) Unarchive an order:
  1. Select the checkbox next to the archived order you want to unarchive.
  2. Click the Unarchive icon at the top right.

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