If your organization is on the Deel IT Essentials plan, you can order devices for a worker directly during worker creation. Select and configure devices while onboarding the worker, and Deel handles payment and delivery coordination.
This article covers how to order equipment during worker creation, confirm the delivery address, and track your order.
In this Article
How to Order Equipment for a Worker during Worker Creation
Before you begin
- You must be an admin in your Deel IT organization to create workers and place equipment orders.
- At least one user in your organization must have payment permissions.
- Essentials plan orders are paid upfront by card. Invoice billing isn't available on the Essentials plan.
- This feature is available for all worker types (employees, contractors, direct employees).
How to Order Equipment for a Worker during Worker Creation
Step 1: Select equipment during worker creation
- Go to People and click Create a worker.
- Fill in the worker details as you normally would.
- In the Benefits and extras step, open the new Equipment section.
You can find a device in two ways:
- Browse the recommended devices - these are devices you've ordered before in that country, or the most popular options - and click one to select it. Or
- Click View all devices to open the full catalog and use search, filters, and categories to find what you need.
Once you've selected a device, configure your order:
- Choose your device specifications (storage, color, keyboard language, etc.).
- Select a procurement option: Purchase (own the device outright), Rent for 12 months (prepaid rental), or Rent for 24 months (prepaid rental).
- Choose an add-on service level: Standard (device support and coverage) or Standard + loaner (support and coverage, plus a loaner device during repairs).
- Select your add-on duration. For rentals, this should cover the rental period; for purchases, choose 1, 2, or 3 years.
- Add any accessories, if needed.
- Review your basket and click Continue.
Note: You'll see a confirmation that the order request has been created. This isn't a full order yet - Deel is waiting for the delivery address to be confirmed. The worker receives an email asking them to confirm where the equipment should be delivered.
Step 2: Confirm delivery address
After you create the worker, the delivery address must be confirmed before payment can be processed. How this works depends on the worker type.
[ACCORDION] If the worker requires a contract (e.g., EOR workers, contractors)
- You create the worker and select equipment.
- The worker is invited to Deel and signs their contract.
- After signing, they automatically receive an email and a Deel IT task asking them to confirm their delivery address.
- They review their address - pre-filled from their signup - and confirm it.
- Once confirmed, the order is ready for payment.
[/ACCORDION]
[ACCORDION] If the worker doesn't require a contract (e.g., HRIS employees)
- You create the worker and select equipment.
- Either invite the worker to Deel so they can confirm their delivery address themselves, or add the address yourself from the order request details page if you don't want to invite them yet.
- Once the address is confirmed, the order is ready for payment.
[/ACCORDION]
When confirming the address, the worker (or you) can edit the street address, city, and postal code, but can't change the country - it's locked to where the worker's contract is based, for legal and tax reasons. If a worker tries to change countries, the order request is cancelled and you'll receive an email with the new address so you can create a new order for that country if needed.
Step 3: Complete payment
Once the delivery address is confirmed, your order request becomes a live order and is ready for payment. For more on upfront payments for Essentials plan orders, see Placing Equipment Orders on the Essentials Plan
Track your order requests
You can track your equipment order in three places:
[ACCORDION] Action Required widget (fastest access)
On your Deel IT home page, go to the Requests tab in your Action Required widget to see all pending equipment orders and their current status.
[/ACCORDION]
[ACCORDION]Orders page
Click Orders in Deel IT, then click Order requests. This shows a complete list of all equipment order requests, with filters for status (pending address, pending signature, pending payment, etc.).
[/ACCORDION]
[ACCORDION]Worker's profile
Open the worker's profile in the Deel IT section and check their Requests section to see any associated equipment orders.
[/ACCORDION]
Order request states
Your equipment order moves through several states on its way to shipment:
| State | Meaning | What you do |
|---|---|---|
| Pending signature | The worker hasn't signed their contract yet (applies to contract-required worker types). | Nothing — once they sign, the address confirmation email sends automatically. |
| Pending address | Deel is waiting for the delivery address to be confirmed. | Nothing, if the worker will confirm it. Or go to the order request and add the address manually. |
| Pending payment | Address confirmed — the order is ready for payment. | Click the payment link in the email and pay for the order. |
| Cancelled | The order request expired or was manually cancelled. | Create a new order request at any time. |
Order requests automatically expire after 60 days if they haven't been converted to a full order — for example, if the signature wasn't completed or the address wasn't confirmed. You'll get an email if this happens.
You can also cancel an equipment order request manually at any time before payment. Go to the order request details page, click the three-dot menu, and select Cancel request.
Frequently Asked Questions
[ACCORDION] Can I cancel an order request?
Yes. Go to the order request details page, open the three-dot menu, and select Cancel. The request cancels immediately and you won't be charged. You can create a new order at any time.
[ACCORDION] Can I change the equipment after creating the order request but before payment?
Not currently. You'd need to cancel the request and create a new one with the equipment you want.
[ACCORDION] What if my worker never confirms their delivery address?
Order requests automatically expire after 60 days if the address isn't confirmed. Once expired, the request is cancelled and you'll get an email. You can create a new order at any time.
[ACCORDION] Can my worker get equipment delivered to a different country than where they were hired?
No. The delivery country is locked to the country where the worker's contract is based. If a worker needs equipment in a different country, they can let you know during the address confirmation step. The order request is cancelled, and you can create a new order request for that country.
[ACCORDION] Do I need to invite my worker to Deel to order equipment?
No. If you don't want to invite them yet, you can manually enter the delivery address yourself on the order request details page. The worker can still update or confirm it later once they're invited to the platform.
[ACCORDION] What's the difference between "Standard" and "Standard + loaner" add-ons?
Standard covers basic device support and damage coverage. Standard + loaner includes all of that, plus a loaner device if the original needs repair or replacement. Learn more in Device Acquisition Options and Add-Ons.
[ACCORDION] Can I rent equipment on a monthly basis?
Not on the Essentials plan. You can purchase, rent for 12 months, or rent for 24 months, all paid upfront. Monthly rental is available on the Pro plan.
[ACCORDION] What payment methods are accepted?
All payment methods available in your Deel account, including credit card and bank transfer.
[ACCORDION] What's the difference between the payment statement and my invoice?
The payment statement confirms your payment was received. Your official fiscal invoice issues automatically once all devices have shipped.
[ACCORDION] Can I pay by invoice instead of upfront?
Invoice billing is available on the Pro plan and higher. Contact your account team if you'd like to explore upgrading.