How to Place a One-Off Order

Follow the steps below to complete an order to an office or to a employee

1. Go to the One-Off Order Flow

• Navigate to Menu → Orders and Returns

• Click Actions → Place One-Off Order

• The order flow will open

2. Select Recipient

You’ll be asked: Who are you placing this order for?

• Order for a Person
  Place an order for a specific employee.

• Order for an Office
  Send this order directly to an office location.

Based on your selection, a dropdown will appear:

• If you choose Person, select the employee from the list.

• If you choose Office, select from your organization’s configured office locations.

3. Select Products

You’ll see available products based on your catalog and region.
You can:

• Filter by category

• Choose between new or used items

• Toggle to show in-stock items only

Note: The inventory shown will depend on the location (employee or office) you selected.

You can check your cart details here:

4.Choose Delivery Location (for person orders only)

If you're placing a one-off order for an employee, you'll be asked:

Where should this order be shipped?

1. Employee address (default)
2. Office location

If you select Employee address:

You’ll see a pre-filled address form with the employee’s saved shipping details.

• All fields are editable except for Country

• You can update the street address, city, state, ZIP code, and phone number

• Optionally check the box to “Save as [Name]’s primary address” if updates are needed

  

If you select Office location:

A dropdown will appear with your organization’s available offices.

Once you select one, the following details will be displayed:

• Office address (read-only)
• Contact Name (optional, prefilled if configured)
• City, State, ZIP code, Country (non-editable)

This step is not shown if you're placing a one-off order directly for an office.

Review Information

If you are placing the order for an office, you’ll see the option to add a Contact Name.
Confirm the employee or office address and other details before continuing.

5. Select Shipping Options

For each item, choose how you want to ship it.

• Expedited Shipping (if eligible)
  In-stock items in supported categories may qualify for faster delivery.

• Standard Shipping
  If expedited shipping is not available, the order will default to standard shipping.

6. Review and Confirm Order

You’ll be shown a summary of the order, shipping details, and selected options.
Make sure everything is correct — including the office address and contact name (if used).

Click Submit to place the order.

7. Track the Order

Once submitted, you’ll see the message: Order created successfully!

You can then track the order in the Orders and Returns table — including status updates and full order details.

FAQs

1. What’s the difference between ordering for a person vs. an office?

• Person: The order is tied to a specific employee, and transactional emails may be sent to them.

• Office: The order is delivered to an office location. It is not linked to any specific user, and no emails are sent. 

2. What happens if I need to change the address after placing the order?

Admins can edit the delivery address after submitting a one-off order — as long as inventory has not yet been assigned.

If the order has already been fulfilled or partially shipped, edits are not allowed

3. Can I place a one-off order from the People section?

Yes, but only for employees. To place an order for an office, you must go through Orders and Returns → Actions → Place One-Off Order and select Order for an Office.

4. Is expedited shipping available for one-off orders?

Yes — if the item is in stock and eligible, you’ll be able to select Expedited Shipping during checkout. Otherwise, it will default to standard shipping.
For more information, visit: Expedited Shipping – Help Center

5. Will employees receive emails when I place a one-off order?

Only if the order is placed for a person. Office orders do not trigger any transactional emails.

6. How do I track the order once it’s submitted?

All one-off orders appear in the Orders and Returns table.
You can:

• View the current status

• Filter by Recipient Type or Delivery Location

• Export CSV (item-level order data).

For details on what each order status means, visit: Understanding Order Item Statuses

7. Can I switch the delivery location during the order flow?

Yes — when placing a one-off order for an employee, you can toggle between employee address and office location during the delivery step.

Need help? Contact Firstbase Support or your Customer Success Manager.