How to create and configure a billing or shipping form?

Introduction

Billing and shipping forms allow you to collect your customers’ essential information directly in the DealRoom. The billing form collects contact details and the billing address, while the shipping form collects the address where goods should be shipped.

✍️ Prerequisites : You must have the Admin role to access this screen.

Access

In the left side menu, click Settings
In the Workspace section, click Forms
Click + New form
Select Billing form or Shipping form

Difference between the two types of forms

Billing form : Collects the information needed to bill the customer and identify the right entity (name, billing address, VAT number, etc.)
Shipping form : Collects the shipping address if goods need to be shipped to an address different from the billing address

💡 Tip : You can create multiple forms of each type for different use cases (e.g.: one billing form for individuals, another for businesses).

Fill in general information

In the General information block:

Name : Form name (e.g.: « Standard billing », « Express shipping »)
Reference : Internal reference to identify the form
Type : Form type (cannot be changed after creation)
Template : Displays the quote templates associated with this form

💡 Tip : Click the Template link to go directly to the templates page and associate this form with your quote templates.

Form fields

The Fields block displays the predefined fields that will be presented to your customers. These fields are organized into three sections:

Contact details (Contact detail)

First name
Last name
Email
Phone

Quote / Order (Quote / order)

Purchase order number

Address (Address)

Company name (if business)
Address
Address line 2 (optional)
City
Region / State
Postal code
Country
VAT number (if business)

⚠️ Warning : Billing and shipping form fields are predefined and cannot be modified. If you need custom fields, create a form of type « Custom ».

Set the status

In the right-hand side panel:

Status : Active (available in templates) or Inactive
API Name : Automatically generated technical identifier

⚠️ Warning : The API Name can be edited only at creation. Once saved, it can no longer be changed to ensure the stability of your integrations.

System forms

Qwoty provides two default system forms (Billing Form and Shipping Form). These forms:

Cannot be modified
Cannot be deleted
Are identified by the « system » badge in the list

💡 Tip : If you want to customize the name or reference of a billing or shipping form, create a new form of the same type rather than modifying the system form.

Save

Once all fields are filled in, click Save in the top right.

How to manage forms?
How to create a custom form?
How to create a quote template?
Discover the DealRoom