When someone books with you by phone, email, or in person, you can create the order for them in Cademy and, if needed, send them an invoice and payment link.
This article walks through creating an order manually and requesting payment.
Where to create an order
Orders tab - click New Order.
A course page - click Create Order (the order starts with that course already added).
A contact page - click Add to Course (the order starts with that person as the contact).
Step 1: Choose the order contact
Every order starts with the Order Contact - the person who placed it. Search for an existing contact or create a new one. Once chosen, the rest of the order unlocks.
Step 2: Check the billing details
The Billed To card controls who pays. Choose Individual (billing details come from the order contact) or Organisation (pick the organisation; its saved billing details are used). Click Edit Billing Details to set the billing name, billing email, VAT / Tax number, PO / Reference, an optional due date, the billing address, and an optional footnote for the invoice.
Whether the order is billed to an individual or an organisation is fixed once the order is created, so set it here.
Step 3: Add courses, participants, and items
Each course is a group in the items table:
Pick the course and, for scheduled courses, the date - you can also create a new date on the spot.
Each price offer is a row with a quantity stepper and an editable unit price, so custom pricing is a matter of typing over the price.
Name the participants under each offer - the order contact can be added with one click, and you can add guests with their contact details. With more than 20 participants, spaces are booked without names, and you can add each participant's details after the order is created.
Add Line Item opens a picker with the course's offers and add-ons, plus Create Custom Line Item for anything else - custom items can count towards spaces (like an offer) or not (like an add-on).
Add Course adds another course to the same order.
Add Discount in the totals applies a discount to the order.
If the order needs more spaces than a date has left, Cademy warns you but lets you create it - the date simply goes over capacity.
Step 4: Choose how it's billed
Payment Status - Paid if you've already taken the money, To be paid to collect it.
Send payment request - emails the customer an invoice and a link to pay. When this is on, the confirmation email is sent after payment is completed instead of at creation.
Send confirmation email - controls whether the contact is emailed when the order is created.
Invoicing - on multi-course pay-later orders you can choose One Invoice for the whole order or One Per Course Date. With separate invoices, a schedule preview shows exactly what will be created - for example "2 invoices will be created", each with its issue date, due date, and amount.
Customer Credit - if the billed person or organisation holds credit from a previous order, you can apply it to this one.
Free orders skip the payment settings - there's nothing to collect.
Step 5: Create the order
The button tells you exactly what will happen: Create Paid Order, Create Order & Send Invoice (when a payment request is on), Create Order, or Create Free Order.
After creation, the order opens so you can check everything. If you chose to send a payment request, the customer receives the invoice email with its payment link; payment request emails include the invoice due date as a reminder.
Requesting payment later
If you created the order without sending a payment request - or you want to collect part of the balance first - open the invoice and use Request Payment. See the Payment Requests and Partial Payments guide for how links work and how to record payments received outside Cademy.