How to make an order form for customers
A good order form has your business details, the customer's name and contact details, a table of items with quantity, unit price and line total, delivery or pickup details, payment terms and a signature or date line. Print it from a template for counter and trade-show orders, or share a catalog link so customers can order online.
What to include
| Section | Fields |
|---|---|
| Header | Logo, business name, phone, email, website |
| Customer | Name, company, phone, email, delivery address |
| Order details | Order date, required date, order number, pickup or delivery |
| Items | Item or SKU, description, quantity, unit price, line total |
| Totals | Subtotal, tax, delivery charge, deposit paid, balance due |
| Terms | Payment methods, minimum order, cancellation and returns |
| Sign-off | Customer signature and date |
Order forms by business
- Wholesale and distributors: SKU, case pack, units per case and the minimum order.
- Bakeries and cake shops: flavour, size, filling, message on the cake, allergies, pickup time.
- Catering: event date and time, number of guests, menu choices, dietary needs, deposit.
- School and club fundraisers: item, size, quantity, student or seller name, and a total.
- Print and sign shops: size, material, quantity, proof approval.
Printable vs online
| Printable form | Online order link | |
|---|---|---|
| Good for | Counter orders, trade shows, sales visits, customers without email | Repeat customers, wholesale buyers, pre-orders |
| Prices | Printed, so reprint when they change | Update the product once and the link shows the new price |
| Orders arrive | On paper, typed in later | In your Orders list, with the customer's details |
Making a printable order form
- Open an order form or purchase order template (letter size, or a 5.5 × 8.5 in half-sheet).
- Add your logo and details, rename the columns to match how you sell, and add your terms.
- Leave enough rows for a typical order, plus a few blank ones.
- Download and print. Order pads can be printed and glued into pads at many print shops.
Making an online order link
- Add your products with prices, or import them from Excel or CSV.
- Create a catalog, choose a design and share the link or QR code.
- Customers pick items and quantities and send the order; you see it in Orders and can send an invoice with a pay link.
The Free plan includes 2 catalogs and 50 products, with customer ordering and invoices.
Tips for paper order forms
- Number every form, so you can find an order later and spot missing ones.
- Print a copy for the customer: carbonless (NCR) pads give an instant duplicate.
- Put prices on the form only if they won't change soon; otherwise refer to the current price list.
Questions
- What should be on an order form?
- Business and customer details, the order date, a table of items with quantity, unit price and line total, totals with tax and delivery, payment terms and a signature or date.
- What's the difference between an order form and an invoice?
- An order form records what the customer wants; an invoice asks for payment for what was supplied.
- Can customers fill in an order form online?
- Yes. Share a catalog of your products and customers choose items and quantities, then send the order to you.
- What's the difference between an order form and a purchase order?
- A business usually sends a purchase order to its supplier; an order form is what a seller gives its customers to fill in. The fields are similar.
- What size should an order form be?
- US letter (8.5 × 11 in) or A4 holds a full table of items. A half-sheet (5.5 × 8.5 in) suits short orders such as cakes or fundraisers.
- Can I turn an online order into an invoice?
- Yes. Orders from a shared catalog appear in your Orders list, where you can turn them into an invoice with a pay link.