In this post, we will show you how to create a WooCommerce quotation and invoicing system that allows you to generate an order in FooSales, set it as ‘Pending payment,’ and automatically send it to your customer as an invoice with a payment link.
Imagine being able to start an order at your brick-and-mortar store and have your customers make payment for the order online at their convenience. FooSales makes creating a ‘WooCommerce Quotation’ seamless with its unique integration between your online WooCommerce store and physical store. This feature is perfect for creating WooCommerce quotations and invoices that will streamline communications and ensuring efficient operations.
Using FooSales to Create Quotations and Invoices
FooSales makes it easy to generate WooCommerce quotations or unpaid invoices without confirming payment at the time of checkout. Instead of marking orders as Complete, you can use order statuses to indicate pending payments. We will then use AutomateWoo to send the customer an email that includes a payment link which will allow them to complete the order online. This process allows you to:
- Provide customers with the flexibility to pay later, either online or in-store.
- Send professional, automated invoices that clearly show payment is due (using AutomateWoo).
How to Enable Order Statuses for Unpaid Invoices
By default, FooSales will only allow you to Complete orders at checkout. In order to add Pending payment, Processing and On hold, you will need to update the FooSales Settings:
- Log in to your WordPress admin dashboard and navigate to FooSales > Settings > Orders.
- Under the Order statuses to load, Order submit statuses and Incomplete order statuses sections, ensure Pending payment, Processing, On hold and Completed are selected before saving these settings.
- Save your settings and reload FooSales to apply the changes.
With these settings in place, you can now select an order status such as Pending payment, Processing or On hold at checkout, indicating that the payment is yet to be made.
An order will then be generated with the selected order status, which will be displayed on the printed invoice.
The order status will also reflect in the FooSales Orders section and in WooCommerce when viewing the order:
Notify Customers of Pending Payment using AutomateWoo (Email and SMS)
For an even more streamlined experience, you can use AutomateWoo to automatically send an email notification when an order status is changed to Pending payment. This ensures customers are promptly informed that their order is awaiting payment and provides them with a direct link to complete the payment.
It is important to create a user profile for the customer through either FooSales at checkout, or your WooCommerce backend, as they will need this profile to log in and complete payment when the order is generated.
Here’s how to set up the automation:
Go to AutomateWoo > Workflows and click Add New. In the Trigger section, select Order Created. Proceed to the Rule section and set the Order Status option to Pending payment. This will ensure that only when a new order is generated and the order status is set to Pending Payment, the automation is triggered.
Next, add an Action such as an email or SMS and complete the the details. In our case we will be sending the customer an email and we will include the order ID in the subject line.
Customize the email content to notify the customer of the pending payment:
Save the workflow and activate it.
Your customers will then automatically receive an email notifying them that their order is awaiting payment, complete with a convenient link to finalize the payment process.
Custom Order Statuses for Enhanced Workflow
If your business requires more tailored solutions, FooSales supports custom order statuses. You can add custom order statuses either programatically or by using a third-party plugin.
Conclusion
With FooSales, creating quotes and unpaid invoices is straightforward and effective. These features allow businesses to offer flexible payment options, streamline order processes, and maintain clear communication with customers. Start using these tools today to enhance your POS system’s capabilities and provide an improved customer experience.
