Note: This article covers Catalog Machine V2. For help with the previous version's order management, see this article.
Overview
Catalog Machine's V2 order system allows customers to request products and make payments directly from your catalogs and showroom. The enhanced interface provides streamlined order management, flexible form configuration, and integrated payment processing.
Quick Start Guide
3-Step Setup
Enable Orders: Orders → Settings → Enable ordering
Configure Form: Add customer fields, set pricing display options
Set Up Payments (optional): Connect Stripe for online payments
Common Scenarios
Basic Order Requests
Enable orders in Settings
Configure customer form fields
Customers submit requests, and you manage them manually.
Online Payments
Complete basic setup above
Customers can pay directly online
Phone/Email Orders
Use manual order creation
Enter customer info + product selection
Export to CSV for external systems
Order Management Dashboard
Orders List View
Navigate to Orders to access your order management dashboard:
Filter Orders: Search by customer, product, status, or date range
Order Status: New → Accepted/Rejected → Closed workflow
Quick Actions: Accept, reject, close, or delete orders directly from list
Export: Download orders as CSV for external processing
Order Details & Editing
Click any Order ID to access detailed order management:
Customer Information: Edit contact details, notes, custom fields
Order Items: Modify products, quantities, prices, variants
Status Management: Change order status with automatic notifications
Audit Trail: View complete history of order changes
Actions: Resend emails, process payments, add internal notes
Creating & Editing Orders
Create orders for phone/email customers using the enhanced interface:
Left Side - Customer Details:
Contact information (name, email, phone, address)
Custom fields (based on your form configuration)
Order totals with tax and shipping calculations
Right Side - Product Selection:
Browse your complete product catalog
Click products to add directly to order
Filter by category, collection, or search
Real-time inventory checking
Order Items Management:
Adjust quantities, prices, and variants inline
Automatic total calculations
Variant selection for products with options
Remove items or modify details
Form Configuration
Order Form Settings
Configure your order request form at Orders → Settings:
Basic Settings:
Form Header/Footer: Custom text above and below the form
Display Pricing: Show/hide prices and totals for customers
Enable Variants: Allow customers to select product options
Order Button Text: Customize the "Order" or "Request Quote" button
Sales Tax: Set your standard sales tax percentage
Shipping & Fees: flat-rate shipping option
Customer Fields:
Built-in Fields: Name, email, phone, address, organization, comments
Custom Fields: Add business-specific fields (text, multi-line, dropdown)
Field Layout: 1 to 4 column layout options
Required Fields: Mark essential fields as mandatory
Product Information Settings
Control which product details appear in orders:
Product Fields: Select which product information to show (description, specifications, etc.)
Variant Display: Configure how product options are presented
Images: Include product images in order requests
Custom Product Fields: Display category-specific fields
Sales Tax Configuration
Default Tax Rate:
Set account-level default tax rate
Applied automatically to new orders
Per-Order Adjustments:
Click tax field to edit rate for specific orders
Override final tax amount if needed
Visual indicators show default vs. custom rates
Email Notifications
Admin Notifications:
Automatic alerts for new orders
Complete order details included
Sent to your business email address
Customer Confirmations:
Order receipt emails to customers
Customizable templates with your branding
Automatic sending after order placement
Email Templates
Configure email content at Orders → Settings → Email Templates
You can override the template for paid orders:
Template Editor:
Rich HTML editor for professional emails
Live preview of email layout
Mobile-friendly responsive design
Available Email Variables
Use these variables in your email subject and body:
Order Information:
{{Order Id}} - Unique order identifier
{{Order Number}} - Display order number
{{First Name}} - Customer first name
{{Last Name}} - Customer last name
{{Email}} - Customer email address
{{Phone}} - Customer phone number
{{Address}} - Customer address
{{Organization}} - Customer company/organization
{{Comments}} - Customer comments/notes
{{Customer Field}} - Any custom customer fieldPricing Details:
{{Sub Total}} - Order subtotal (before tax/shipping)
{{Delivery Fee}} - Shipping/handling charges
{{Sales Tax}} - Tax amount
{{Discount}} - Discount amount
{{Total}} - Final order total
{{Currency}} - Currency symbol/codeProduct Details: Use {{Items}}...{{/Items}} to loop through ordered products:
{{Name}} - Product name
{{Variant}} - Product variant (size, color, etc.)
{{Price}} - Unit price
{{Quantity}} - Ordered quantity
{{Discount}} - Item discount
{{Item Total}} - Line total (price × quantity)
{{Image:Fit:20:30}} - Product image (width:height pixels)
{{Field Name}} - Any product field added in setting (Code, Category, Description, etc.)Email Examples
Basic Order Confirmation:
Subject: Order Confirmation - {{Order Number}}
Dear {{First Name}},
Thank you for your order! Here are the details:
Order ID: {{Order Id}}
{{Items}}
- {{Name}} {{Variant}} - Qty: {{Quantity}} - {{Item Total}}
{{/Items}}
Subtotal: {{Sub Total}}
Sales Tax: {{Sales Tax}}
Total: {{Total}} {{Currency}}
We'll contact you soon to confirm your order.Professional HTML Email:
html
<div style="font-family: Arial, sans-serif; max-width: 600px;">
<h2>Order Confirmation</h2>
<p>Dear <strong>{{First Name}}</strong>,</p>
<p>Thank you for your order #{{Order Id}}!</p>
<table style="width: 100%; border-collapse: collapse;">
<thead>
<tr style="background: #f5f5f5;">
<th style="padding: 10px; text-align: left;">Product</th>
<th style="padding: 10px; text-align: right;">Qty</th>
<th style="padding: 10px; text-align: right;">Total</th>
</tr>
</thead>
<tbody>
{{Items}}
<tr>
<td style="padding: 10px;">{{Name}} {{Variant}}</td>
<td style="padding: 10px; text-align: right;">{{Quantity}}</td>
<td style="padding: 10px; text-align: right;">{{Item Total}}</td>
</tr>
{{/Items}}
</tbody>
</table>
<div style="margin-top: 20px; text-align: right;">
<p>Subtotal: {{Sub Total}}</p>
<p>Sales Tax: {{Sales Tax}}</p>
<p><strong>Total: {{Total}} {{Currency}}</strong></p>
</div>
</div>
Payment Processing
For online payment acceptance, see our dedicated Payment Processing with Stripe guide.
Payment vs. Order Requests:
Order Requests: Customers submit requests, you process manually
Online Payments: Customers pay immediately with credit card
Mixed Mode: Allow both options simultaneously
Advanced Features
Order Export & Import
Export/import orders for external processing or bulk editing:
Export Orders:
Navigate to Orders list
Click Export button
Download CSV with complete order data
Includes customer info, products, and custom fields
CSV Format:
Compatible with Excel, Google Sheets
Edit in spreadsheet, re-import for bulk updates
Useful for order fulfillment systems
Product Integration
Direct Product Selection:
Browse catalog while creating orders
Click to add products instantly
Real-time inventory checking
Automatic price and variant resolution
Optional automatic stock deduction
Prevent overselling with quantity validation
Out-of-stock products automatically hidden
Enabling Orders
For Catalogs
Go to your catalog
Click Settings → Orders
Enable Allow Orders
Configure order-specific settings
For Showroom
Navigate to Showroom settings
Enable Showroom Orders
Configure showroom-specific options
Customer Order Process
From Catalog/Showroom:
Customer browses products
Clicks "Add to Order" or "Request Quote"
Fills out order form
Submits request or completes payment
Receives confirmation email
Order Status Workflow:
New: Just submitted by customer
Accepted: You've confirmed the order
Rejected: Declined with reason
Closed: Completed/fulfilled
Troubleshooting
Orders Not Appearing:
Check Orders are enabled in catalog/showroom settings
Verify email notifications are working
Check spam folder for order emails
Payment Button Missing:
Ensure Stripe is properly connected
Verify products have prices set
Check inventory availability (if enabled)
Email Variables Not Working:
Check variable syntax:
{{Variable Name}}Ensure exact spelling matches available variables
Test with simple variables first
Product Selection Issues:
Verify products are published and have prices
Check category and collection settings
Ensure inventory quantities are positive
Need More Help?
Our support team is available via chat for any questions about setting up and managing your order system.