Manually Creating Orders in Fleetwire

📋 Create Manual Orders in Fleetwire with Ease!

Need to create an order manually for a customer? Whether it’s an in-person booking or a phone reservation, Fleetwire makes it simple to set up orders, assign customers, and choose rental periods—all from your dashboard. You can even streamline your workflow with a default pickup time. Let’s walk through the steps to create a manual order and get your rental business moving!

🎯 Why Create Manual Orders?

Manual orders in Fleetwire are perfect for:

In-Person Bookings: Process walk-in or phone reservations quickly.
Custom Flexibility: Set rental periods and charges independently.
Customer Management: Assign or create customers on the fly.
Workflow Efficiency: Use a default pickup time to speed up repetitive tasks.

Note: Until an order is Reserved, it will have the status [NEW]. It won’t appear in the list of orders, and clicking the + ORDER button will return you to this order.

🛠 How to Create a Manual Order

Follow these steps to create a manual order, assign a customer, set a rental period, and configure a default pickup time in Fleetwire.

Step 1: Start a New Manual Order

In your Fleetwire dashboard, go to Orders.
Click the + ORDER button in the top right corner to start a new manual order.
You’ll be taken to the order creation screen, where the order will remain in [NEW] status until reserved.

Pro Tip: Manual orders are ideal for in-person bookings—perfect for a customer who calls or visits today!

Step 2: Assign a Customer to the Order

Link the order to an existing customer or create a new one directly from the order screen.

On the order creation screen, find the customer assignment section.
Search for an Existing Customer:
- Type the customer’s name or email to find them in your database.
Create a New Customer:
- Click to add a new customer, fill in their details (e.g., name, email), and save.
Barcode Scanning (Coming Soon):
- Select a customer by scanning a barcode (e.g., on a membership card)—this feature is coming soon.

Here’s what the customer assignment interface looks like in your order screen.

Note: For orders from your online store (e.g., testcompany.fleetwire.io), Fleetwire automatically creates a new customer. If a duplicate exists, you’ll have the option to merge them, keeping your customer list clean.

Quick Tip: Managing duplicates is easy—check out Managing Customers in Fleetwire for more details on merging customers.

Step 3: Choose a Rental Period for the Order

Set the duration for which the listings in this order will be reserved.

On the order creation screen, locate the rental period section.
Select the start date and end date for the rental (e.g., a 3-day rental from Monday to Wednesday).
Adjust the times if needed. New orders start at your default pickup time (see Step 4).

Here’s what the rental period selection interface looks like in your order screen.

Note: The rental duration and the amount you charge are independent. For example, you can charge for 2 days on a 3-day rental to offer a discount.

Pricing the rental period

When you change the dates, a Rental period changed banner offers Recalculate price to reprice the rental for the new period.
Partial days round up, the same as your online checkout: a rental of 2 days and 3 hours is charged as 3 days.
On a saved booking, click a charge’s price (for example, 1 day × $173.00) to open the price editor. Change the Quantity, Duration, or Rate and the total updates as you type. Use Use rental period to match the booking’s dates, or Set exact total… to enter the line total yourself, then click Save.
On a new order, the charge’s dropdown has Calculate for rental period and Set line total….

Pro Tip: Double-check the rental period to ensure the listing is reserved correctly, avoiding conflicts with other bookings.

Booking a Customer Who Can’t Book Online

For customers who call or walk in, create the order yourself instead of blocking the calendar:

Create the order as above and Reserve it. The vehicle is now held for those dates.
On the order, use Send a payment link (or Copy pay link to text it) so the customer only has to pay.
Use Send Rental Agreement so they can e-sign on their phone, or have them sign in person at pickup.

The order then gets the same reminders, check-in and check-out as an online booking.

Step 4: Set a Default Pickup Time

Go to Settings > Online Reservations.
Under Operating Hours, pick a time in Default Pickup Hours (e.g. 9:00 AM). It saves when you choose it.

New orders and your online store start pickups and returns at this time.

Quick Tip: If most rentals start at 9:00 AM, setting this as the default can streamline your order creation process significantly.

🌟 Your Manual Order Is Ready!

You’ve created a manual order in Fleetwire! Your order is set up with a customer, rental period, and default pickup time to keep things efficient. Once you’re ready, reserve the order to make it official and visible in your Orders dashboard.

🚀 Next Steps

Keep your order process seamless with these tips:

Add a Listing: Add a vehicle to this order with Adding a Listing to an Order.
Manage Customers: Organize your customer list with Managing Customers in Fleetwire.
Charge Payments: Process in-person payments with Charging Credit Cards in Fleetwire.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy ordering! 🌟

Updated on: 27/10/2026

Was this article helpful?

Thank you!