How To Create Phone Orders In WooCommerce?

WooCommerce, WordPress
How To Create Phone Orders In WooCommerce?

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 the steps to create a WooCommerce phone order in the WooCommerce backend.

If you are more of a visual learner, you can check out the video tutorial as well!

Step 1: Add a new order in WooCommerce

On WordPress dashboard, hover over WooCommerce and click Orders.

Next, click “Add order”.


Step 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.

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.

Step 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.



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.

Step 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.

Step 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 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.

Frequently Asked Questions

If my customer has their payment method on file, can I apply this payment method while creating the order in the backend manually?

The easiest way to do this is to switch to the customer’s account and pay with their payment method on their account.

How can I login to the customer’s account to make a payment with one of their payment methods on their account?

  1. Install the User Switching plugin on your store.
  2. Next, go to Users > click “Switch to” action to login with customer’s account.
  3. Go to My Account > Orders, and click the “Pay” link on the Orders page.
  4. Choose a saved method to complete payment for the order.
  5. 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!

What should the order status be set to when creating the order? 

After the phone order is initially created, the order status will be “Pending payment”. After the customer makes their payment, it will update to “Processing” or “Completed” depending on how you have setup your order statuses with shipping providers.


  1. Chase M. June 17, 2019 | 11:14 pm

    Any insight on how to add phone orders for subscription products? I need the customer’s payment method to be able to automatically process their subscription every month.

  2. Karen St Rain January 8, 2020 | 2:26 pm

    This is useful only if the items you sell don’t have any options.
    So for example, if your product comes in two sizes, this will add one of them with no ability to change to the other size. So there will be no selling something like shirts that requre a specific color and size.

    • Simon Gondeck January 9, 2020 | 1:00 am

      Hey Karen, in the example I did not choose the specific variant (i.e. Product –> Color –> Size) but try this out and see if you are able to when creating a phone order in your WooCommerce store. If you look at 1:50 seconds into my video above you will see that I was able to select that specific variant if I wanted to.

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