Orders

Orders are where day-to-day selling starts in Floatless. An order records what a customer bought, at what price, and with what tax — and it is the doorway to two bigger workflows: generating an invoice for a one-time sale, or starting a subscription with recurring billing.

When should I read this?

You sold something and need to record it today.
A customer signed up for a recurring plan and you need to start billing.
You want to turn a confirmed order into an invoice, and you are not sure what happens next.

Use cases

Scenario	What you do
A walk-in customer buys a one-time service package	Create a Standard Order, then generate an invoice from it.
A customer signs a 12-month agreement for your platform	Create a Subscription order with contract terms; Floatless creates the subscription and the first invoice automatically.
A customer negotiated a special per-seat rate	Enter the agreed price on the order line; Floatless records it as a price override and keeps the list price for reference.
A customer redeemed a promo code with a subscription order	Apply the promo code on the order; the discount appears as a credit line on the first invoice.

Where to find it

Sign in to the console and open Billing → All Orders in the left sidebar. The list shows every order with its customer, status, total, and date. Use the status filter (Draft / Pending / Posted / Paid / Cancelled), the search box, or the date-range presets (Last 7 days, Last 30 days, This month, Last month) to narrow the view.

Order list with status filters and totals

Create an order

Prerequisites

At least one active product in your catalog.
The customer already exists (see Add a customer).
For subscription orders: a recurring product (monthly, quarterly, or annual billing).

Steps

Open the creation form

Click Create order on the orders list.

Choose the customer

Select the customer from the dropdown. If the customer has contacts, pick Bill To and Ship To — the primary contact is preselected. Tax is calculated from the ship-to location, so set it deliberately.

Pick the order type

Choose Standard Order for one-time sales, or Subscription for recurring billing. Subscription orders reveal extra contract fields (next step).

Set contract terms (subscription orders only)

Billing cycle: monthly, quarterly, or annually. The first invoice is generated automatically and the subscription starts on the start date.
Term type: Evergreen runs with no end date; Fixed Term requires a duration in months (12, 24, and 36 are common).
Auto-renew: leave on for evergreen-style renewal of a fixed term, or off to end the subscription on the contract end date.

Add line items

For each line, pick a product and quantity. The price comes from the catalog:

Tiered products show Price calculated from tiers and a Tiered Pricing Details table that highlights the active tier.
If you edit the price, Floatless marks the line Custom price (override) so reviewers can spot negotiated deals.

Apply extras

Reference name (optional): a friendly label such as "Q1 License Renewal".
Currency: CAD or USD — it follows the product's currency automatically.
Promo code (subscription orders only): enter the code and click Apply. A valid code shows the discount before you commit.

Create the order

Click Create order. You land on the order detail page.

Create order form with customer, order type, and line items

What happens after you create an order

Order type	What Floatless creates
Standard order	An order with status Pending, waiting for you to generate an invoice.
Subscription order	The order plus a subscription (with locked-in prices) and a draft first invoice, due 15 days after the next billing date. A `subscription.created` webhook fires so your integrations know immediately.

Locked-in prices matter: if you later raise the catalog price, existing subscriptions keep the price their customers signed up with.

Work an order

Open an order from the list. The detail page shows the line items, customer information, notes, and any generated subscription.

Order detail with line items and actions

Available actions depend on status:

Action	When it appears	What it does
Generate Invoice	Status is Pending	Creates a draft invoice (Net 30). If an active invoice already exists for this order, Floatless blocks the duplicate and tells you which one.
Edit Order / Edit Metadata	Draft or Pending / later stages	Draft and pending orders can change line items. Posted and paid orders lock the financial lines — only notes remain editable.
Void Order	Paid	Displays a "coming soon" notice; contact support instead.

Order statuses

Status	Meaning
Draft	Still being assembled; not yet submitted.
Pending	Confirmed and awaiting invoice generation.
Posted	Invoiced; awaiting payment.
Paid	Settled. Financial records are locked.
Cancelled	Abandoned; kept for the record.

Common issues

⚠️

**Currency mismatch.** You cannot mix currencies on one order. If the product price is USD and the customer is billed in CAD, either pick products with matching currency or split the order.

ℹ️

**Tax shows an estimate at creation time.** The order screen estimates tax at a flat 13% until the invoice is generated, when the ship-to jurisdiction's real stacking rules apply (see [Taxation](/docs/billing-operations/taxation)).

"An active invoice already exists" when generating: find the earlier invoice from the order record; withdraw or void it before regenerating.
Deleted orders: owners and admins see a delete action on drafts, but deletion is not enabled in the current version.

Run billing with Floatless.