How to Set Up Private Order Form in WooCommerce for Free?

​Some products aren’t meant for public browsing. Maybe you offer wholesale pricing, custom quotes, or exclusive members-only items. Leaving everything visible can attract the wrong buyers while the best customers can’t get the product.

The thing is, WooCommerce doesn’t have an in-built feature for private sales. But there are always WordPress plugins to help you out. That too for free.

In this blog, we’ll cover how you can set up a private order form for free in WooCommerce. Plus, we’ll explore the best plugins used by WordPress development services providers to create an order form. With that said, let’s start with the benefits of having a private order form.

What is a WooCommerce Private Order Form?

A WooCommerce private order form is just like a regular order form—but it’s not meant for everyone. It’s hidden from the public and only visible to specific users, like logged-in customers, wholesale buyers, or special clients. You can think of it like a VIP checkout page.

Instead of browsing your whole store, users can go to a single, custom form where they select exactly what they need. You decide who sees it. You control what goes on it.

This is super helpful if you sell custom products, take bulk orders, or just want to keep things simple for returning clients.

And here’s the best part: you can set it up for free—no premium plugins required. You just need the right combo of free tools and a little know-how (don’t worry, I’ll walk you through it later in this guide).

If you’ve ever wished WooCommerce had a simpler, more private way to take orders, this is it.

Why Create a Private Order Form in WooCommerce?

Running an online store? Sometimes, you don’t want everyone seeing—or buying—your products. A private order form gives you control. Here’s why it’s worth setting up.

1. Keep Exclusive Products Hidden

Not everything should be public. Maybe you sell wholesale, members-only items, or custom services. A private order form ensures only the right people see it. No random visitors, no unnecessary inquiries—just your target buyers.

2. Offer Special Pricing Safely

If you negotiate prices or give bulk discounts, displaying them publicly can backfire. With a private form, only approved customers (like wholesalers) see the real pricing. No more retail buyers asking for unfair deals.

3. Reduce Unqualified Leads

Public listings attract window shoppers. A private form filters out casual browsers. Only serious buyers—those who log in or request access—can see your products. Less noise, better conversions.

4. Better for B2B & High-Value Sales

Business buyers expect a different experience. A private order form feels professional, secure, and tailored to their needs. It builds trust and streamlines bulk orders without confusing retail shoppers.

A private order form isn’t just about hiding products—it’s about creating a smoother, more controlled buying experience. Whether for exclusivity, pricing, or B2B sales, it’s a simple way to work smarter.

Prerequisites for Setting Up a Private Order Form

Before you jump into setting up your private order form, it helps to get a few basics in place. Nothing too technical—just the core tools that make the setup smoother and give you the control you need. Think of this like your small checklist before getting started.

• A working WordPress site with WooCommerce installed and activated.
• At least one product has already been added to your WooCommerce store.
• A free form builder plugin like WPForms Lite or Contact Form 7.
• A user role editor plugin, such as Members or User Role Editor.
• A content restriction plugin to hide the form from the public.
• A custom page where the private form will live.
• A table plugin if you want to list products in a more compact layout.

Having these ready saves time and avoids those mid-setup “wait, I need that too?” moments. Once you’ve checked these off, you’re all set to start building your private order flow.

How to Set Up a WooCommerce Private Order Form for Free?

Setting up a private order form in WooCommerce can streamline your ordering process, especially for wholesale clients or special customer groups. Here’s a step-by-step guide to help you create one using free tools and plugins.

1. Install and Activate WooCommerce

If you haven’t already, you’ll need to install WooCommerce to manage products and orders.

• Navigate to your WordPress admin dashboard.
• Go to Plugins > Add New.
• Search for WooCommerce.
• Install the plugin and then activate it.

Once activated, follow the setup wizard to configure basic settings like currency, payment methods, and shipping options.

2. Choose the Right Plugin

To create a private order form, you’ll need a form builder plugin that integrates well with WooCommerce. Some popular free options include:

• WPForms Lite: User-friendly with drag-and-drop functionality.
• Contact Form 7: Lightweight and flexible.
• Forminator: Offers payment integrations and calculations.

Select the one that best fits your needs and comfort level.

3. Install and Activate the Plugin

After choosing your plugin:

• Go to Plugins > Add New in your WordPress dashboard.
• Search for your chosen plugin (e.g., “WPForms Lite”).
• Click Install Now, then Activate.

The plugin will now be available in your dashboard menu.

4. Configure Plugin Settings

Before creating your form, adjust the plugin settings to suit your requirements.

• Access the plugin’s settings from the dashboard menu.

• Set up an email template to receive order details.

• Configure confirmation messages or redirects after form submission.

Proper configuration ensures a smooth experience for both you and your customers.

5. Define User Roles

To restrict form access, you’ll need to define specific user roles.

• Install a user role editor plugin like Members or User Role Editor.
• Add a new role (e.g., “Wholesale Customer”).

• Assign this role to users who should access the private order form.

This setup ensures only designated users can view and submit the form.

6. Create a Private Order Form

Now, build the actual order form tailored to your products.

• Go to the form builder plugin in your dashboard.
• Click ‘Add New Form’ to create a new form.

• Add necessary fields like product selection, quantities, and customer information.

• Save the form once completed.

This form will serve as the primary interface for private orders.

7. Customize the Order Form

Enhance the form to match your branding and user needs.

• Modify field labels and placeholders for clarity.
• Apply styling to match your site’s design.
• Add conditional logic if needed (e.g., show specific fields based on selections).

A well-designed form improves user experience and reduces errors.

8. Set Up Payment Gateway

Enable payment options to process orders directly through the form.

• If using WPForms Lite, integrate Stripe or PayPal via available add-ons.
• Configure payment settings within the form builder.
• Test the payment process to ensure functionality.

Offering secure payment options streamlines the ordering process.

9. Test the Form and Ordering Process

Before going live, thoroughly test the entire workflow.

• Log in as a user with the designated role.
• Access the private order form page.
• Submit a test order, checking for errors or issues.
• Verify that notifications are received and orders appear in WooCommerce.

Testing ensures that your customers will have a seamless experience.

By following these steps, you can set up a private WooCommerce order form without incurring additional costs. This setup allows you to cater to specific customer groups efficiently, enhancing their purchasing experience while maintaining control over your store’s operations.

Best Free Plugins for Setting Up a Private Order Form

Best Free Plugins for Setting Up a Private Order Form

Need a simple way to create a private order form? These free plugins get the job done without breaking the bank.

WPForms

WPForms is hands-down one of the easiest form builders out there. It’s super intuitive, even if you’re not tech-savvy. The drag-and-drop builder makes it simple to create custom order forms in minutes. Plus, it integrates well with WooCommerce, so collecting private orders feels seamless.

Key Features of WPForms:

• Drag-and-drop form builder
• Pre-built templates to save time
• Smart conditional logic
• Email notifications and form confirmations

Best for: Beginners who want a quick and easy setup without touching code.

JetFormBuilder

JetFormBuilder offers a ton of flexibility if you’re working with dynamic content. It’s more advanced than some other plugins, but totally worth it if you need a customized private order form that goes beyond the basics. It works well with Elementor and supports WooCommerce fields natively.

Key Features of JetFormBuilder:

• Full Gutenberg integration
• WooCommerce checkout fields support
• Conditional logic and calculated content
• Multi-step forms and dynamic values

Best for: Users who want more control and flexibility with form fields and layout.

Formidable Forms

Formidable Forms is a powerful form builder that lets you create highly advanced forms with logic, calculations, and more. Even on the free version, you get enough features to build a solid private order form. It’s especially great if you need to collect detailed customer input or customize the flow.

Key Features of Formidable Forms:

• Visual drag-and-drop form builder
• Conditional logic for smart forms
• Entry management from the dashboard
• Multi-page form support

Best for: Those needing complex forms without paying for a premium plugin.

Forminator

Forminator is one of the most feature-rich free plugins you’ll find. It supports payment fields, quizzes, and calculations—right out of the box. You can create clean and functional order forms with full WooCommerce compatibility. Plus, it looks good without much tweaking.

Key Features of Forminator:

• Payments with Stripe and PayPal
• Conditional logic and form calculations
• User registration forms
• Integration with popular tools like Google Sheets and Slack

Best for: Users who want built-in payment options without upgrading to Pro.

Contact Form 7

Contact Form 7 is old school but still widely used. It’s a bit basic and requires some manual tweaking, but it gets the job done. If you’re comfortable pasting shortcodes and handling simple HTML tweaks, this plugin can still serve as a private order form solution.

Key Features of Contact Form 7:

• Lightweight and reliable
• Full shortcode support
• Customizable with additional plugins
• Works well with role-based access control

Best for: Developers or users comfortable with manual configuration.

Each of these free plugins brings something unique to the table, depending on how simple or advanced you want your order form to be. Choose the one that fits your workflow best and makes private ordering smooth for your customers.

Wrapping Up

Creating a private order form in WooCommerce doesn’t have to be complicated—or costly. With the right plugin and a few simple steps, it’s totally possible to give select customers a smooth, personalized ordering experience.

You can set up the order form using free tools like WPForms or Forminator. Once you choose a plugin, all you need to do is pick a template that matches your needs and customize it as needed. You don’t need to be a tech expert to pull it off. Just follow the steps, test it out, and you’re good to go. If you are looking to build a custom WooCommerce store that is robust and scalable, connect with us today!