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How to create a complex order form?

Creating a complex order form with payment integration using our order form generator may initially seem a bit tricky. This article will guide you through every step, from adding the first field to having happy customers and money in your account.

Here is a complex order form that we’ve created for demonstration purposes. Even though it looks complex, it’s not that hard to build.

We will divide this tutorial into three parts: Form Editor, Field Rules, and Payments.

Form Editor

1. In the Form Editor of the form builder we will divide the form into three parts: contact and delivery details, menu and order confirmation, and terms of agreement. You can use HTML block fields if you wish to add dividers on your order form.

Divider form

2. The contact and delivery details section will contain fields with no special functions, whatsoever.

Contact details

3. The menu is where we will add all fields that will sum the order. It might take a bit of time, but rest assured, it’s really not that hard.

4. We will start with a Multiple choice field (What would you like to order?), which will trigger the behavior of the form. We will explain more at a later step when setting the Field Rules. Don’t forget that you can always use images as choices.

Multiple choice field

5. We have four fields related to tea and three related to coffee. These fields consist of Single choice fields, Multiple choice fields, and Number fields. Clients will have the possibility to choose the type of coffee and tea they want, if they want them sweetened, add the quantity, and if they want something extra next to them, such as biscuits, muffins, etc. When clients open the form, they won’t see any details of the drinks, only when they select them from the first Multiple choice field.

Choose desired tea
Choose desired tea

6. Afterward, we will add Image fields and resize them, to make them look professional. They will be set within Field Rules to appear only when the client has selected the product related to the image.

Add images to form

7. In the last section we will add a Signature field, a Terms of service field, and a Heading as an instruction to clients who have coupon codes to use for discounts.

Agreement section

Field Rules

Now that’s about it with the Form Editor, but we need to do something with those fields to appear only when the client selects one product or the other. The sample form provided earlier works something like this: when the client selects tea, all fields related to tea will appear. The same applies when they select coffee.

1. Go to RulesField Rules and check Enable field rules.

Enable field rules

2. Next, add one rule at a time. It’s best that you know precisely how you want to set your rules. In this sample, there are eighteen rules. Don’t worry, we will take it slow, one step at a time.

3. We will need to add a rule for our first checkbox, where we have the two choices set, tea and coffee. Depending on what the client chooses, the selected option will show some of the fields. Luckily we can set multiple actions within one field rule. We will set this field rule as follows:

Rules for tea

If Tea is checked then show

  • Choose the desired tea:
  • Quantity
  • Sweetened
  • Extras

Add a new rule and repeat the same condition, but this time replace tea with coffee in the first dropdown list.

4. Setting up rules implies logical thinking, so it’s really not that big of a deal. In this demo we have built rules as follows:

Field rules 1
Field rules 2
Field rules 3
Field rules 4
Field rules 5

You can assign more conditions to the same rule. To add an extra condition, click on the gray plus sign and a new line will appear. Set up the new condition and press Add when done.

Add extra condition

This is how it would look like in Preview mode:


In this section, we have assigned the prices of the form’s products, a coupon box for discounts, and the payment processor. To start with, go to the Form EditorPayments section and select the payment gateway you want to use.

1. In this demo, we have selected the PayPal payment gateway. You can select and use as many payment gateways as you desire. Learn more about our PayPal order form creator and how it can fit your business model.


2. On each choice field, we have assigned the necessary prices to the products tea, coffee, and all additional extras that come with them. Here is a detailed guide on how to assign prices.

3. In the Payment Summary, we have set the calculation formulas of the products by the requested quantity.

Products section

4. You can also add a Discount code field and assign coupon codes to your order form, depending on your needs. We have added two coupon codes to this form. Users can assign one of the codes and receive a discount.

Coupon codes

5. In Emails section you can establish an email template that can be sent only after the payment is completed.

And this concludes our guide to creating a complex order form. Pretty easy right? Even though it might seem that a lot of settings are required, with 123FormBuilder, creating complex forms is a piece of cake (that goes pretty well with some tea or coffee).

If you’re running your business on Wix, WordPress, Shopify, or Weebly, this article will guide you on how to create an order form for each one of them using 123FormBuilder.

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