New Account Approval Queue for WHMCS
Hold new WHMCS client accounts and their first orders for review, then approve, reject or ask the client a question, with an email at every step.
What will the approval queue do?
When someone creates a client account, it lands in a review queue in the admin area, and so does an older account placing its first order. You choose what waits: the client can order and pay but nothing is set up until you approve, or accounts made on the registration page cannot check out until approved. Staff see the client's details, orders and invoices and act with one of three buttons. Approve accepts the pending orders so provisioning runs. Reject cancels them, can close the account, and sends the client your reason. Ask for information sends a question the client answers in the client area, and the entry returns to the queue when they reply.
This product is built to order: you get the license key once your account has been checked and the download within 7 business days of purchase.
What does WHMCS already do, and what does this add?
WHMCS keeps new orders at Pending until you accept them, unless a product provisions on order or payment, and its Only Auto Provision for Existing setting holds automatic setup for clients without an active service. Require Active Order stops new clients adding funds before you approve an order. It does not hold the account itself, tell the client their order is under review, ask a question and collect the answer, or record why you turned someone down. This module adds that workflow.
What is included?
| Part | What you get |
|---|---|
| Queue | New accounts with their orders, invoices and payment status |
| Hold mode | Setup paused until approval, or no checkout until approval |
| Actions | Approve, reject with a reason, ask for information |
| Client page | Review status and a form to answer your questions |
| Emails | Under review, information needed, approved and rejected, editable in WHMCS Email Templates; staff alerts for new entries and replies |
| Auto-approve | Returning clients, and first invoices paid through gateways you mark as verified |
| Log | Who decided, when and why, per account |
Who is it for?
Hosts selling servers, reseller plans or business services who look at every new client before anything goes live, and want clients kept informed while they wait. To score orders by rules first, see my Order Fraud Rules module; for ID documents, the KYC module.
What do you need, and what are the limits?
Requirements: WHMCS 8.13 or 9.x (I confirm your exact version at purchase), PHP 8.1 or newer and the standard WHMCS cron.
Limits: rejecting cancels the pending orders and their invoices, but money already paid is refunded by you in WHMCS, to the card or as credit. Orders your staff enter in the admin area are not held.
It costs $39 once for a lifetime license with twelve months of updates and support, and a seven-day refund window. I check each new account by hand, which can take up to 24 hours, before the license key is issued, and the download follows within 7 business days of purchase.
Key features
- Review queue for every new client account
- First orders held with provisioning paused until approval
- Optional block on checkout until an account is approved
- Approve, reject with a reason or ask for more information
- Client-area page to see the review status and answer questions
- Client emails at each step, editable in WHMCS Email Templates
- Staff alert when an account enters the queue or a client replies
- Auto-approve rules for returning clients and verified payments
- Log of every decision with staff name, time and reason
Why customers buy this module
- →Nothing goes live for a new client until a person has looked
- →Clients know their order is under review instead of chasing you
- →Trusted clients skip the wait
- →A written record of why each account was approved or rejected
Frequently asked questions
Can a client pay before I approve them?
In the default mode, yes: the order and invoice are created and can be paid, and only the setup waits for you. If you would rather not take money from unreviewed clients, turn on the checkout block, and accounts created on the registration page cannot place an order until approved. Accounts created during checkout have their order held instead. If you reject someone who has paid, you refund them in WHMCS as usual.
Will my existing clients have to be approved?
Not if they have paid you before. With the returning-client rule on, any account with a paid invoice passes on its own, even if its services have since ended. Older accounts that never bought anything enter the queue the first time they order. The verified-payment rule can also pass new clients whose first invoice is paid through a gateway you mark, such as your card gateway.
When will I get it, and what if you can't deliver?
It is built to order. Your account is checked by hand, which can take up to 24 hours, and then you get the license key; the download arrives within 7 business days of purchase. If I do not deliver it in that time, you get a full refund. Once it is delivered, the store's 7-day refund window applies.
Technical specifications
- WHMCS
- 8.13 and 9.x (confirmed at purchase)
- PHP
- 8.1+
- Hold modes
- Setup paused until approval, or checkout blocked until approval
- Auto-approve rules
- Returning client, payment through a verified gateway
- Availability
- Built to order, delivered in 7 business days
- License
- Lifetime, 1 year of updates and support included
- Delivery
- License key after a manual account check (up to 24 hours); download when built
- Refund window
- 7 days
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