Creating Manual Orders
What this feature does
Creating manual orders lets you enter customer requests directly into the system when they order by phone, walk in without using the ordering system, or need assistance placing an order. This ensures every transaction goes through your dashboard, keeping your records complete and accurate. It's like being able to serve customers who aren't using the digital ordering system while still tracking everything in one place.
Who it is for
This feature is essential for:
Front desk staff taking phone orders from customers
Servers entering table orders on behalf of customers who prefer traditional service
Reception staff processing room service requests called in by guests
Store clerks helping customers who need assistance with their purchase
Any team member who interacts directly with customers and takes their orders
When to use it
Create manual orders whenever:
A customer calls to place an order over the phone
Walk-in customers want to order without scanning a code or using their phone
You're helping elderly customers or those who aren't comfortable with technology
The customer's phone battery died and they need you to enter their order
You're taking catering orders or special requests that need personal attention
Key concepts
Create Order Button: The red "Create new order" button at the top right of your orders page opens a form where you can build an order from scratch. Click it anytime you need to manually enter a customer's request.
Customer Information: You can enter the customer's full name, email, and phone number, or use the "Guest Customer" option for anonymous walk-ins. Real customer details help with communication and building customer relationships.
Order Type Selection: Choose how the order will be fulfilled — options like dine-in, takeout, or delivery depending on your business type. This tells your team how to prepare and deliver the order.
Entry Point: For dine-in orders, select which table, room, or service location the order belongs to. This helps servers know where to deliver the completed order.
Adding Items: Browse your menu or catalog, search for specific items, and add them to the order by clicking the add button. You can adjust quantities for each item and see the subtotal update in real-time.
Order Summary: As you add items, the system automatically calculates taxes, service fees, and the final total. You don't need to do any math — everything is computed for you based on your settings.
Payment Method: Select how the customer will pay — cash, card, or mobile money. For cash payments, the order is immediately marked as paid. For other methods, you can update the payment status later.
Common questions
What if I don't have the customer's contact information?
That's perfectly fine! Use the "Guest Customer" option which fills in placeholder information. The order will still process normally, but you won't be able to send receipts or contact the customer later. This works great for quick walk-in transactions.
Can I add custom notes or special requests to items?
While the current order entry focuses on standard items and quantities, you can add notes in the order notes field to communicate special instructions to your kitchen or preparation team. This ensures custom requests don't get lost.
What happens after I create the order?
The order immediately appears in your orders list with "pending" status and enters your workflow just like any customer-placed order. Your team can see it, prepare it, and update its status as it moves through completion. A unique order number is automatically generated for tracking.
How do I know what payment method to select?
Ask the customer how they plan to pay. If they're paying cash immediately, select "cash" — this marks the order as paid right away. If they're paying by card or mobile money, select that method, and you can confirm the payment later when it processes.
Can I edit an order after creating it?
Once created, you can update the order status and payment information by clicking on the order card to open the details. However, you cannot add or remove items after creation. If the customer wants to change items, it's best to cancel the order and create a new one with the correct items.