How To Create an Order Form

How to Create an Order Form in PhotoBiz

Overview

The PhotoBiz Website Package includes the Form & Contract Builder, which allows you to create order forms for prints, products, packages, deposits, and other client purchases. Order forms can calculate a subtotal, apply sales tax, include shipping when needed, and collect payment during checkout.

This guide walks you through creating a Custom Print Order form inside your PhotoBiz control panel. By the end, your order form will include purchase options, pricing, and payment settings so clients can complete checkout using the merchant connected to your PhotoBiz account.

Prerequisites

Before you begin, make sure you have access to your PhotoBiz account and a merchant connected to process credit and debit card payments.

If a merchant is not connected, your payment form may display FORM CLOSED during preview and will not accept payments.

If you need help connecting a merchant, see How To Set Up A Merchant.

If you need to charge sales tax, create your tax line before setting up the Form Payment block. If you need to charge shipping, make sure your shipping options are configured before sharing the form with clients.

If you need help creating a sales tax line, see How Do I Create A New Tax Line.

STEP ONE

This opens your Forms Dashboard, where you can view existing forms, review submissions, and access the Form & Contract Builder.

STEP TWO

At the top center of the Forms Dashboard, click FORM EDITOR.

This opens the Form & Contract Builder area, where you can create a new form or edit an existing form.

STEP THREE

Click the NEW button at the top of the Forms control panel.

This opens the form template selection screen, where you can choose from available form templates.

STEP FOUR

Scroll down to the Payment category.

Click SELECT under the Custom Print Order template.

The template will load into the form editor. You can customize the existing fields to match your studio pricing, print sizes, product options, packages, or ordering workflow.

The Custom Print Order template is only a starting point. You can rename fields, remove fields you do not need, and add new fields for products, packages, services, add-ons, deposits, or other client purchases.

STEP FIVE

To edit an existing field, click the pencil icon in the upper-right corner of that field.

From the dropdown menu, click Advanced to access pricing, choice options, and additional settings for that field.

You can also add new purchase fields to your order form. Choose the field type based on how you want clients to order.

Use Radio Select when clients should choose one option from a group. Use Dropdown when clients should choose one option from a longer list. Use Checkboxes when clients can select more than one option.

These field types allow you to structure your order form around the way you sell prints, products, packages, or add-ons.

STEP SIX

Inside each purchase field, update the existing pricing options or add new choices.

Click the title of an existing choice to edit its name and price. To create a new purchase option, enter the product or option name in the title field, then enter the price in the Additional Fee field.

The Additional Fee is the amount added to the form total when the client selects that option.

For example, you may create choices such as:

1 – 8x10 Print — $20
2 – 8x10 Prints — $35
3 – 8x10 Prints — $50

If you want clients to order multiple quantities of the same item, create separate choices that represent each quantity. This allows the form to calculate the correct total based on the option your client selects.

If you offer limited inventory items, you can enter the available quantity for that option. The system will automatically reduce the remaining quantity as purchases are completed. When the quantity reaches zero, that option will no longer be available for new orders.

Click Create Choice to add the option to your form. Repeat this process for each product, package, quantity, or pricing option you want to include.

FINAL STEP

Scroll to the bottom of your form and click the FORM PAYMENT block.

In this section, confirm your connected merchant, set the starting price, enable sales tax if required, and add shipping options if needed.

For most order forms that calculate totals from selected purchase options, set the Base Price to $0.00. This allows the form total to be calculated from the fields and choices selected by your client.

Click Save to apply your changes.

Your order form is now configured to calculate totals and process payments. When clients complete the form, they can review their total and securely submit payment during checkout.

For more details about payment settings, see: Set Up Form Payment Block

Test Your Order Form Before Sharing

Before sending your order form to clients, preview the form and review each purchase option. Confirm that product names, pricing, sales tax, shipping, and the final total calculate the way you expect.

If your form includes required questions, file uploads, terms, or client details, test those fields as well. This helps you catch missing information before clients begin placing orders.

What Happens After a Client Places an Order?

When a client submits your order form, their form entry is saved in your PhotoBiz account and the payment is processed through the merchant connected to your Form Payment block.

You can review form submissions from the Forms Dashboard. Order details, selected options, client information, and payment-related details are stored with the submission so you can review and fulfill the order.

Clients will receive the standard confirmation or receipt based on your form and payment settings. You can also use Email Invites if you want to send the form directly to clients and track whether they received, opened, and clicked the invitation.

Important: Coupons and Sales Campaigns and Order Forms

Coupon codes and Sales Campaigns cannot be applied to purchases made through Forms.

Coupons and Sales Campaigns are only supported for:

ECommerce products on your website
Client Gallery purchases

If you need to offer a discount on a Form, adjust the pricing directly within the form fields. You can lower the price of an existing option or create a separate discounted option.

Clients will not see a coupon code field when checking out through a Form.

How to Share Your Order Form

Once your order form is complete, you can share it with clients in several ways.

You can:

Choose the method that best fits your workflow.

Email Invites are helpful when you want to send a branded email and track whether clients received, opened, and clicked the invitation. Adding the form to your website is a good option when you want the form to match your site layout or be available from your navigation menu.

Email Invitation Share Example

This allows you to send a branded email and track if your clients have received, opened, and clicked on your form invitation via the contacts section.

Additional Options and Helpful Notes

Order forms are flexible and can be used for more than custom print orders. You can use them for session retainers, product pre-orders, event payments, package upgrades, school order forms, mini-session add-ons, or custom photography services.

Before collecting payment, make sure your form includes the client information you need to complete the order. This may include name, email address, phone number, shipping address, session date, image number, gallery name, or other order details.

For order forms with many products, Dropdown fields can help keep the form shorter and easier to scan. For forms where clients need to choose multiple products or add-ons, Checkbox fields are usually the better option.

If you need clients to upload information, answer questions, or agree to terms before payment, you can add those fields above the Form Payment block.

Clicking Save applies the updates to your form. There is no separate publish button.

Troubleshooting and FAQs

Why does my form say FORM CLOSED?

Your form may display FORM CLOSED if a merchant is not connected or if the payment settings are not fully configured. Confirm that your merchant is connected and that the Form Payment block is set up correctly.

Why is my form total not calculating correctly?

Check each purchase field and confirm that prices are entered in the Additional Fee field. For most order forms, the Form Payment block should have a Base Price of $0.00 so the total is calculated from the selected options.

Can clients use coupon codes on an order form?

No. Coupon codes and Sales Campaigns do not apply to Form payments. To offer a discount, create a discounted option or adjust the price directly inside the form field.

Can I charge sales tax on a form payment?

Yes. You need to create a sales tax line in your ECommerce settings and enable sales tax inside the Form Payment block.

Can I charge shipping on a form payment?

Yes. Shipping can be added inside the Form Payment block when your form requires a shipping charge.

Where do I view order form submissions?

You can view order form submissions from the Forms Dashboard. The submission will include the client’s information, selected options, and payment-related details.

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