Pax8 Orders

Pax8 Order Management

Overview

Orders in Pax8 are the mechanism for provisioning new cloud subscriptions for client companies. When an MSP needs to set up a new product for a client -- whether it is Microsoft 365 licenses, a security tool, or backup solution -- they create an order. The order contains one or more line items, each specifying a product, quantity, and billing term. Once submitted, the order is processed and, upon successful provisioning, creates one or more subscriptions.

Anti-triggers

• What the client currently has — an order is a historical purchase event; the live licence state is pax8-subscriptions. An order that provisioned twelve months ago tells you nothing about today's seat count.
• What the MSP owes for it — orders do not carry the charge; use pax8-invoices.
• A quote to the client — a Pax8 order is the MSP buying from the distributor, not the client buying from the MSP. Client-facing quoting lives in connectwise-cpq-quotes or autotask-quotes.
• A purchase order in the accounting system — use qbo-expenses or xero-invoices; a Pax8 order is not a PO on the books.

MCP Tools

Available Tools

List Orders

Call pax8-list-orders with optional parameters:

• Filter by company: Set companyId to a company UUID
• Paginate: Set page (0-based) and size (up to 200)

Example: List all orders for a company:

• pax8-list-orders with companyId=a1b2c3d4-..., size=200

Example: List recent orders (first page):

• pax8-list-orders with page=0, size=50

Get a Single Order

Call pax8-get-order-by-uuid with the uuid parameter.

Example:

• pax8-get-order-by-uuid with uuid=o1r2d3e4-r5s6-7890-abcd-ef1234567890

Key Concepts

Order Lifecycle

Create Order --> Processing --> Provisioning --> Completed --> Subscription Created
                                    |
                               PendingManual
                               (vendor action needed)

Order States

Line Items

Each order contains one or more line items. Each line item corresponds to a single product:

Order-to-Subscription Flow

1. MSP creates an order with line items for one or more products
2. Pax8 processes the order and initiates provisioning with the vendor
3. Provisioning completes (automated: seconds/minutes; manual: hours/days)
4. Subscription is created and becomes Active
5. Billing begins on the provision start date

Field Reference

Order Fields

Line Item Fields

Common Workflows

Track Order Provisioning Status

1. Call pax8-get-order-by-uuid with the order's uuid
2. Check the status field for the current state
3. Review each line item for product details and quantities
4. If status is not Completed, check back periodically

View Order History for a Client

1. Find the company UUID using pax8-list-companies with company_name
2. Call pax8-list-orders with companyId and size=200
3. Paginate if needed to get all orders
4. Review order dates, statuses, and line items

Verify Order Created Subscriptions

1. After an order shows Completed status, call pax8-list-subscriptions with companyId
2. Look for subscriptions matching the ordered product IDs
3. Verify quantities and billing terms match the original order

Standard MSP Onboarding Order Verification

When onboarding a new client, verify the typical stack was ordered:

1. Call pax8-list-orders with the companyId
2. Check that orders exist for the expected products (M365, security, backup)
3. Verify each order reached Completed status
4. Cross-reference with pax8-list-subscriptions to confirm active subscriptions

Response Examples

Order:

{
  "id": "o1r2d3e4-r5s6-7890-abcd-ef1234567890",
  "companyId": "a1b2c3d4-e5f6-7890-abcd-ef1234567890",
  "status": "Completed",
  "createdDate": "2026-02-20T09:15:00.000Z",
  "orderedBy": "partner@msp.com",
  "lineItems": [
    {
      "id": "l1i2n3e4-i5t6-7890-abcd-ef1234567890",
      "productId": "f9e8d7c6-b5a4-3210-fedc-ba0987654321",
      "quantity": 25,
      "billingTerm": "Annual",
      "provisionStartDate": "2026-03-01",
      "lineItemNumber": 1
    }
  ]
}

Error Handling

Common Errors

Order State Issues

Billing Term Reference

Best Practices

1. Validate before ordering - Check company, product, and quantity before submitting orders in the Pax8 portal
2. Use annual billing - Annual commitments save money; recommend to clients
3. Bundle line items - Include all products in a single order when possible
4. Track provisioning - Monitor order status until completion using pax8-get-order-by-uuid
5. Check product availability - Use pax8-get-product-by-uuid to verify products are active before ordering
6. Handle failures gracefully - Failed orders may need to be resubmitted
7. Respect quantity limits - Stay within product min/max quantity bounds
8. Document orders - Record order IDs in your PSA for cross-reference
9. Test with small quantities - For new products, test with minimal seats before scaling up
10. Verify subscriptions - After order completion, confirm subscriptions are active with pax8-list-subscriptions

Related Skills

• Pax8 API Patterns - MCP tools reference and connection info
• Pax8 Products - Product catalog and pricing
• Pax8 Subscriptions - Managing resulting subscriptions
• Pax8 Companies - Company management
• Pax8 Invoices - Billing for orders