How to manually assign a VPS/ Server to a customer within WHMCS

In this tutorial we will be talking about how to manually assign a VPS/ Server to a customer within WHMCS.

Assigning a VPS or dedicated server to a customer manually in WHMCS is a common task when you’re not using automatic provisioning (for example, when the VPS was created outside WHMCS or via a different control panel). Here is a step-by-step guide on how to do it properly:

🧭 Step 1: Make sure you have imported VPS

1. Whichever module you have, within Addon ⟶ Module name (say Hetzner Cloud/ Contabo VPS or any other module you have purchased from us).
2. Click on View VPSes ⟶ then by clicking + sign next to your individual VPSes you were importing them into your WHMCS.
3. Once imported you wont be seeing + sign to the respective VPS services within module page.
4. Some modules does not have + sign to import and in that case you need to assign VPS/VM/Instance ID with Project ( your API key ID obtained from the URL params) to the respective custom fields ( we will discuss on how to do that below).

🧱 Step 2: Go to Product Setup

In the top menu:

1. Navigate to Setup → Products/Services → Products/Services
2. (In newer WHMCS versions: System Settings → Products/Services)

Then click: “Create a New Group” (if needed) — e.g., “VPS Hosting” or “Dedicated Servers”.

🗂️ Step 3: Create a Product

Once the group exists, Click “Create a New Product” and fill in the details:

Field Example

1. Product Type “Hosting Account” (for hosting/VPS) or “Other Product/Service” (for custom items)
2. Product Group Choose the group you just made (e.g., “VPS Hosting”)
3. Product Name e.g., “VPS Basic Plan” or “Intel Xeon Dedicated Server”
4. Module Select the module you’ll use (e.g., HetznerCloud, Hetzner, Contabo, Leaseweb etc)

⚙️ Step 4: Configure Product Details

Now you’ll see several tabs to configure your new product and configure them based on your requirements such as

• 1️⃣ Details Tab
• 2️⃣ Pricing Tab
• 3️⃣ Module Settings Tab
• 4️⃣ Custom Fields Tab (optional)
• 5️⃣ Configurable Options Tab (optional)

Click Save Changes at the bottom. Your new product will now appear on the order form and be available for assignment to clients.

🧍 Step 5: Locate the Customer

1. Go to Clients → View/Search Clients.
2. Find and open the customer’s profile.

🔗 Step 6: Associate the VPS with a Server (Optional)

If you want to link the VPS to a specific server record in WHMCS:

1. Go to Setup → Products/Services → Servers.
2. Ensure your previously imported VPS plans exists there, under Servers drop down (do not open ticket asking where is Severs dropdown, go and find them).
3. Then, in the product’s Module Settings, assign that server or server group.

⚙️ Step 7: Manually Enter VPS Details

1. Scroll down to “Custom Fields” sections
2. These fields depend on the VPS module/product setup — but typically include: InstanceID, VPSID, Project ID etc.
3. Here you need to add respective data obtained from the addon module page.

🧾 Step 8: Save and Verify

1. Click “Save Changes” at the bottom.
2. WHMCS will now show this VPS in the client’s Products/Services list.