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Creating 'Quick Orders' for Exhibitors

Learn how to build a Quick Order, add products, and share a payment link with exhibitors.

A Quick Order lets you create an order on behalf of an exhibitor when they can’t or don’t need to place it themselves.

It’s useful when an exhibitor requests something directly by email or in person, needs a last-minute item, or when you’re handling a customised product that isn’t listed in the shop.

Instead of asking them to log in and order manually, you can build the order for them, add any standard or custom products, and generate a payment link they can use to pay instantly. It speeds up the process for the exhibitor and gives you full control over the details before the order is submitted.

Video Walkthrough

 

Step by Step Walkthrough

1. Open the Quick Order drawer

  1. Go to Show → Orders.

  2. Click Quick Order at the top of the Orders list.

  3. The Quick Order drawer opens on the right.

Once created, Quick Orders show with a flash icon in the Orders list.

Screenshot 2025-11-18 164720

 

2. Select the Exhibitor

  1. In the Exhibitor Details section, click into the Stand Number field.

  2. Start typing the stand number – the list will autocomplete.

  3. Click the correct Stand Number from the dropdown.

  4. The Exhibitor Company Name is filled in automatically.

If multiple exhibitors share the same stand:

  1. You’ll see a list of companies in brackets.

  2. Select the correct Exhibitor Company.

3. Review Delivery Details

  1. Scroll to Delivery Details.

  2. If there is no data yet, you’ll see “No data yet”.

  3. Continue – this does not block you from creating a Quick Order.

(Delivery details will show once available from the exhibitor.)

4. Check Payment Details

  1. In Payment Details, confirm:

    • Status is set to Awaiting payment (this is the default).

    • Amount will show “No data” until you add products.

You don’t need to change anything here.

Screenshot 2025-11-18 164806

5. Add Products to the Order

You can add existing products and/or custom products.

5.1 Add a Custom Product

  1. Click Add Custom Product

  2. In the Custom Product modal, fill in:

    • Product Name – required

    • Product Category – required

    • Price – required

    • Quantity – defaults to 1, adjust if needed

    • Description – optional, rich text allowed

    • Images – optional (JPG, JPEG, PNG, GIF, SVG – max 5mb)

    • Attachments – optional (PDF – max 10mb)

  3. Click Submit to add the custom product to the order.

Note: You must have at least 1 product (standard or custom) in the order before you can generate a payment link.

Screenshot 2025-11-18 164821

 

6. Generate the Payment Link

  1. Once at least one product is added, scroll to Payment Details.

  2. Click Generate Payment Link.

    • Before products are added, this button is disabled.

  3. After the link is generated:

    • The button label changes to Copy Link (or shows a copy icon).

    • A Copy to Buffer button appears next to the generated URL.

  4. Click Copy Link or Copy to Buffer to copy the link.

You can close and reopen the Quick Order drawer at any time to copy the link again.

Screenshot 2025-11-18 164841

7. Edit the Order After Generating the Link (Important)

If you click to edit products / custom products after a payment link has been generated:

  1. A confirmation pop-up appears:

    “Once you edit the order, we’ll update the payment link, and the old one will expire.”

  2. Click Confirm to proceed if you are happy to update the link.

  3. The system will:

    • Invalidate the old link

    • Generate a new payment link when you save changes

If an exhibitor tries to pay with the old link:

  • They’ll see an error message and won’t be able to complete payment.

8. What the Exhibitor Sees

8.1 When an Exhibitor Opens the Valid Link

  1. The exhibitor clicks the link (from email or direct share).

  2. They are taken to the Cart standalone page, where they can:

    • Review the order

    • Click Pay Now / complete payment as normal

Screenshot 2025-11-18 165109

8.2 When a Non-Exhibitor Opens the Link

If the link is opened by someone who is not logged in as an exhibitor, they see:

“You must be logged in as an Exhibitor to complete this payment. Please log in with your Exhibitor account or contact the supplier for access.”

8.3 When the Link Is Invalid or Already Paid

If the link has expired or the order is already paid, the user sees:

“This payment link is no longer valid. The order has already been paid or the link has expired. Please contact the supplier for assistance.”

9. What Happens When the Order Is Paid

Once the exhibitor completes payment:

  1. The Payment Status for the Quick Order updates from Awaiting payment to Paid.

  2. The Payment Link is automatically invalidated.

  3. If anyone opens the link again, they see the “no longer valid / already paid or expired” message.

10. Email Sent to the Exhibitor

When you create a Quick Order and generate a payment link, the exhibitor receives an email.

Example structure:

  • Subject:
    Action required – payment pending for Order #876869876

  • Body content includes:

    • Order number

    • Supplier name

    • Status: Awaiting Payment

    • Order total (e.g. £XX.XX)

    • Pay Now button linked to the payment URL

The exhibitor can click Pay Now to go straight to the Cart and complete payment.

Screenshot 2025-11-18 165213

11. Cancelling a Quick Order

Suppliers can cancel a Quick Order if needed.

  1. Open the relevant order from Show → Orders.

  2. Click Cancel Order (or the cancel option).

  3. Confirm the cancellation.

After cancellation:

  • The Payment Link is invalidated.

  • Anyone opening the link will see the invalid/expired message and will not be able to pay.