Put a cost your catalogue does not cover on an order, where it stands as its own row and goes onto the next final invoice. A courier run, an alteration or gift packaging are the usual cases.
Before you start
| What you need | Detail |
|---|---|
| Role | “Owner”, “Admin” or “Sales”. A role your brand built itself needs the permission “Add extra charges” in “Settings” → “Roles”. |
| Data at hand | The amount to charge, and the commodity code (CN code) when the charge is a physical item that travels in the box. |
| Already in the app | The order exists and is not cancelled. A locked order still accepts charges. |
| Where to start | “Orders” → the order → “Overview” → the “Extra charges” card, below “Ordered items” |
Add the charge
- 1Open the order on the “Overview” tab and click “Add extra charge” on the “Extra charges” card. The side panel opens.
On an order with no charges yet, “Add extra charge” stands inside the card; once a charge is there, the button moves to the card’s top right. - 2Choose what you are charging for in “Item”.
If… Choose… This changes… Your brand adds this charge often The saved charge — for example “Courier shipping” The panel fills in its details, so you only check the amount The charge happens once “Custom item…” The panel opens “Name” and “Kind” for you to fill in Your brand’s saved charges come first; “Custom item…” at the bottom of the list opens the fields for a one-off. - 3Set “Quantity” and “Unit price” — for example 1 and 18.00 — both in the order’s currency. “VAT” comes in with the order’s rate; change it when this charge needs a different one.
- 4Click “Add to order”. The panel closes and the charge appears as a row in the card.ImportantYou can change or remove the charge until a final invoice covers it. After that its amount is fixed and the row stays on the order.
Check the result
The charge stands as a new row on the “Extra charges” card, and “Extra charges total” under the rows adds every charge on the order.
Other situations
Change a charge before it is invoiced
Use this when the amount you agreed with the customer differs from the row.
- 1Open the row menu — the three dots at the right edge of the row — and click “Edit”. The panel opens with the current values.
- 2Change “Quantity”, “Unit price”, “VAT” or the name.
- 3Click “Save”. The row and both totals update, and the “Activity” tab records the change.
Remove a charge
Use this when the charge does not belong on this order.
- 1Open the row menu. “Remove” deletes the row at once, with no confirmation, so read the row before you click it.
- 2Click “Remove”. The row disappears and both totals drop.
Keep a one-off charge for next time
Use this when you are typing in a charge the team will use again.
- 1Pick “Custom item…” in “Item”, fill in the fields, and turn on “Save to library”.
- 2Click “Add to order”. The charge is on this order, and your brand can pick it by name from now on.
If it does not work
| What you see | Why | What to do |
|---|---|---|
| The row menu shows one inactive line, “Already on an issued invoice”, and no “Edit” or “Remove” | A final invoice covers the charge, so the row stays as the customer’s document shows it. | The order cannot change this row any more — the invoice is the document that carries the amount. |
| “Unit price” takes no new value and reads “Courier charge — unlock it in the row menu to change it” | The row came from a courier booking, so the amount is the price of the label you bought. | Close the side panel, click “Unlock price” in the row menu, then “Edit”. The unlock lasts until the card reloads. |
| The card has no “Add extra charge” button and the rows have no menu | The order is cancelled, or the account lacks the permission “Add extra charges”. | A cancelled order cannot be reopened, so put the charge on a new order. Otherwise ask for the permission “Add extra charges” in “Settings” → “Roles”. |
Related tasks
Docs
- Set up extra charges your brand adds often — save the charge once, then pick it by name in “Item” on every order.
- Buy a courier label — the label you buy lands on the order as a charge priced by the carrier.