PolarisMail WHMCS Module

How to Package and Sell Email Hosting in WHMCS using the PolarisMail free module

Choose one of three WHMCS product strategies for selling PolarisMail Basic mailboxes, Enhanced mailboxes, and Extra Quota: fixed bundles, a single variable product, or hybrid packages.

Guide contents

  1. Who this guide is for
  2. Foundations
  3. Choose a strategy
  4. Strategy 1: Fixed bundles
  5. Custom-order workaround
  6. Strategy 2: Single variable product
  7. Strategy 3: Hybrid packages
  8. How quota works
  9. Required configurable options
  10. Extra Quota setup
  11. Billing and cost
  12. Common mistakes
  13. Testing checklist
  14. Support checklist

1. Who this guide is for

This guide is for PolarisMail resellers who are setting up, rebuilding, or improving their email products in WHMCS. It explains how to package what you sell, not only which screens to click.

Before you start

Complete the base PolarisMail WHMCS setup first. You should already have:

  • Installed the PolarisMail WHMCS module.
  • Configured the PolarisMail server connection in WHMCS.
  • Confirmed that Test Connection succeeds.
  • Created a WHMCS Product Group for email services, such as Email.
Screenshot placeholder: Server connection check

Place a screenshot from the main setup guide showing the PolarisMail server configuration and successful Test Connection.

Suggested location: immediately after the prerequisite checklist.

Version note

WHMCS menu paths can vary by version. Older installations may show Setup → Products/Services. Newer installations may show the same screens under Configuration → System Settings.

2. Foundations: the WHMCS pieces used in this guide

These concepts apply to all three strategies. Understanding them first makes the setup steps easier to follow.

Product

A Product is what the customer buys in WHMCS. Each PolarisMail product should use:

  • Product Type: Other
  • Module: PolarisMail
  • Require Domain: enabled, because the email service is tied to a customer domain
Product Type must be Other

For PolarisMail products, set Product Type to Other.

Configurable Option Group

A Configurable Option Group is a group of options assigned to a WHMCS product. In this guide, use one Configurable Option Group per product.

Recommended rule

Even if two products look similar, create a separate Configurable Option Group for each product. This avoids accidental shared pricing or hidden value changes and makes support easier.

Configurable Option

A Configurable Option is one setting inside a group, such as Total Mailboxes, Total Enhanced Mailboxes, or Extra Quota (GB).

Where settings live in WHMCS

You want to set...Go here
Product Type, product name, domain requirementProduct → Details tab
Product recurring price and billing cyclesProduct → Pricing tab
PolarisMail module settings, management permissions, Extra Quota incrementsProduct → Module Settings tab
Which Configurable Option Group the product usesProduct → Configurable Options tab
Which other products customers can upgrade toProduct → Upgrades tab
The list of configurable options in a groupSetup → Products/Services → Configurable Options
Option type, minimum/maximum quantity, values, and option pricingEdit the specific configurable option inside the group
Whether an option is hidden from the customerConfigurable Option Group / option settings
Screenshot placeholder: Product tabs overview

Place a screenshot showing the WHMCS product edit tabs: Details, Pricing, Module Settings, Configurable Options, Upgrades.

Suggested location: after the “Where settings live” table.

Recommended pricing location

Recommended: set the WHMCS product recurring price to $0.00 and put customer-facing pricing on the configurable options. This keeps pricing in one place and reduces the risk of double charging.

This is a recommendation for clarity and troubleshooting, not a WHMCS requirement.

WHMCS has two upgrade paths

WHMCS actionWhat it changesCommon use
Upgrade/DowngradeThe customer changes from one WHMCS product to another.Moving from Starter to Business, or Business to Team.
Upgrade/Downgrade OptionsThe customer changes configurable options on the same product.Adding Extra Quota or increasing mailbox quantities.
Why customers may see both links

If both product upgrades and configurable option upgrades are enabled, WHMCS may show both Upgrade/Downgrade and Upgrade/Downgrade Options. This is normal WHMCS behavior.

Show proration explanation

When a customer upgrades mid-cycle, WHMCS may charge only for the remaining time in the current billing period. For example, if a customer adds an annual option partway through the year, the checkout amount can be lower than the full annual option price.

This is WHMCS billing behavior, not PolarisMail module behavior.

3. Choose a product setup strategy

There is no single best strategy. Choose the setup that matches how you sell email hosting. You can also change your approach later as your customer base grows.

Strategy 1

Bundles / fixed package products

Use a few fixed products such as Starter, Business, and Team.

Best for simple public pricing tables.

Strategy 2

Single variable product

Use one product where customers choose mailbox counts and Extra Quota.

Best for maximum flexibility and fewer products.

Strategy 3

Hybrid packages

Use public packages, but allow customers to increase quantities.

Best for packages plus flexibility.

StrategyBest forCustomer chooses exact quantities?How customers upgrade
Strategy 1: Fixed bundlesSimple predefined packagesNo, except with a hidden custom-order productProduct upgrades for packages; option upgrades for Extra Quota if offered
Strategy 2: Single variable productFlexible quantities and mixed Basic/Enhanced setupsYesConfigurable option upgrades
Strategy 3: Hybrid packagesPublic tiers with adjustable quantitiesYes, starting from each package minimumBoth product upgrades and configurable option upgrades

Quick decision guide

  • Choose Strategy 1 if you want simple fixed plans and most customers fit those plans.
  • Choose Strategy 2 if customers often need exact quantities, larger accounts, or mixed Basic and Enhanced mailboxes.
  • Choose Strategy 3 if you want public packages but still want customers to scale quantities.

4. Strategy 1: Bundles / fixed package products

Use this strategy when you want to sell a small number of simple predefined mailbox packages.

Example public packages

Starter Email
- 1 Basic mailbox
- Mailbox Quota: 10GB
- 0 Enhanced mailboxes

Business Email
- 5 Basic mailboxes
- Mailbox Quota: 10GB
- 0 Enhanced mailboxes

Team Email
- 15 Basic mailboxes
- Mailbox Quota: 10GB
- 0 Enhanced mailboxes

Recommended WHMCS structure

ProductConfigurable Option GroupFixed hidden values
Starter EmailStarter Email OptionsTotal Mailboxes = 1, Total Enhanced Mailboxes = 0, Mailbox Quota (GB) = 10
Business EmailBusiness Email OptionsTotal Mailboxes = 5, Total Enhanced Mailboxes = 0, Mailbox Quota (GB) = 10
Team EmailTeam Email OptionsTotal Mailboxes = 15, Total Enhanced Mailboxes = 0, Mailbox Quota (GB) = 10
Screenshot placeholder: Strategy 1 product list

Place a screenshot showing several fixed WHMCS products such as Starter Email, Business Email, and Team Email.

Suggested location: after the Strategy 1 recommended structure table.

Setup steps

  1. Create each public bundle as a separate WHMCS product.

    Examples: Starter Email, Business Email, Team Email.

    Set Product Type to Other and enable Require Domain.

  2. Set the product recurring price to $0.00.

    Recommended: place pricing on the configurable options instead, so all pricing is in one place.

  3. Create one Configurable Option Group for each product.

    Assign each group only to its matching product.

  4. Add all required PolarisMail options to each group.

    Use the exact names listed in the Required Configurable Options section.

  5. Set fixed package values and hide them from customers.

    For example, hide Total Mailboxes = 5 for the Business package.

  6. Add Extra Quota (GB) if you want that package to support additional storage.

    Use the 10GB quantity-increment setup described later in this guide.

  7. Configure package upgrades.

    On the Product Upgrades tab, select the larger packages customers can upgrade to.

Screenshot placeholder: Strategy 1 hidden fixed values

Place a screenshot of a fixed package Configurable Option Group showing hidden values such as Total Mailboxes = 5 and Total Enhanced Mailboxes = 0.

Suggested location: after Strategy 1 setup steps.

Customer experience

Customer wants to...WHMCS action
Move from Starter to BusinessUpgrade/Downgrade
Add or change Extra QuotaUpgrade/Downgrade Options
Show quota example for fixed bundles

If the Business package has 5 Basic mailboxes, no Enhanced mailboxes, a 10GB Mailbox Quota, and no Extra Quota:

Total Quota = 0GB + (5 + 0) × 10GB = 50GB

The customer can divide 50GB across their Basic mailboxes, but no Basic mailbox can exceed 50GB.

5. Strategy 1 workaround: hidden variable product for custom orders

If you prefer fixed public bundles but sometimes need custom mailbox counts, create one hidden variable product for custom orders.

Use this as an escape hatch

Display only your main bundles publicly, such as Starter, Business, and Team. Use a hidden custom product when a customer needs 12 mailboxes, 100 mailboxes, extra Enhanced mailboxes, or a custom mix.

Example structure

ProductPublic?Purpose
Starter EmailYesPublic fixed bundle
Business EmailYesPublic fixed bundle
Team EmailYesPublic fixed bundle
Custom Email HostingNoHidden variable product for manual/custom orders

Setup steps

  1. Create an additional WHMCS product named Custom Email Hosting.

    Set Product Type to Other and keep it hidden from the public order form.

  2. Configure it like Strategy 2.

    Use adjustable quantities for Total Mailboxes, Total Enhanced Mailboxes, and Extra Quota (GB).

  3. Use it only for custom orders.

    Create the order manually from the WHMCS admin area when a standard public bundle does not fit.

Screenshot placeholder: Hidden Custom Email Hosting product

Place a screenshot showing the custom product marked hidden, plus its Configurable Options tab.

Suggested location: after the workaround setup steps.

6. Strategy 2: Single variable product

Use this strategy when you want one flexible WHMCS product where the customer chooses the number of Basic mailboxes, Enhanced mailboxes, and Extra Quota.

Example product

Business Email Hosting

Customer-selectable options:
- Total Mailboxes
- Total Enhanced Mailboxes
- Extra Quota (GB)

Recommended pricing setup

Set the product recurring price to $0.00. Put recurring prices on:

  • Total Mailboxes for Basic mailbox pricing
  • Total Enhanced Mailboxes for Enhanced mailbox pricing
  • Extra Quota (GB) for additional storage blocks

Setup steps

  1. Create one WHMCS product.

    Example: Business Email Hosting. Set Product Type to Other and enable Require Domain.

  2. Set the product recurring price to $0.00.

    Customer-facing pricing should come from configurable options.

  3. Create one Configurable Option Group for this product.

    Assign the group only to this product.

  4. Configure Total Mailboxes as a visible Quantity option.

    This is the number of Basic mailboxes.

  5. Configure Total Enhanced Mailboxes as a visible Quantity option.

    This is the number of Enhanced mailboxes.

  6. Set Mailbox Quota (GB) as a fixed value.

    This is usually hidden. It is used in the total quota formula.

  7. Configure Extra Quota (GB) as a visible Quantity option.

    Use 10GB increments.

  8. Enable configurable option upgrades.

    Customers can later change mailbox quantities and Extra Quota through Upgrade/Downgrade Options.

Screenshot placeholder: Strategy 2 customer order form

Place a screenshot showing one variable product where the customer can select Basic mailbox quantity, Enhanced mailbox quantity, and Extra Quota quantity.

Suggested location: after Strategy 2 setup steps.

Customer experience

At checkout, the customer chooses:

  • Number of Basic mailboxes
  • Number of Enhanced mailboxes
  • Extra Quota in 10GB increments

Later, the customer uses Upgrade/Downgrade Options to change those quantities.

Show quota example for a single variable product

If a customer selects 5 Basic mailboxes, 2 Enhanced mailboxes, a 10GB Mailbox Quota, and 100GB Extra Quota:

Total Quota = 100GB + (5 + 2) × 10GB = 170GB

The customer can divide 170GB across the mailboxes, subject to the Basic 50GB limit and Enhanced 200GB limit.

7. Strategy 3: Hybrid packages + configurable flexibility

Use this strategy when you want public packages but still want customers to increase mailbox quantities or add Extra Quota.

Recommended model

Create a few package products with minimum Basic mailbox quantities. Then use Quantity configurable options so customers can choose a higher final quantity when needed.

PackageMinimum Basic mailboxesBasic mailbox pricing approachEnhanced mailbox pricing
Starter Email1Highest per-Basic-mailbox priceSame Enhanced price across packages
Business Email5Lower per-Basic-mailbox priceSame Enhanced price across packages
Team Email15Lowest per-Basic-mailbox priceSame Enhanced price across packages
Simple hybrid pricing principle

Use package minimums to create volume tiers for Basic mailboxes. Keep the Enhanced mailbox price the same across packages, because Enhanced should be marketed as the premium mailbox option.

Total Mailboxes means final total

Total Mailboxes should represent the final total number of Basic mailboxes for the service, not only the additional mailboxes above the package minimum.

Business Email minimum: 5 Basic mailboxes
Customer wants: 8 Basic mailboxes total

Correct:
Total Mailboxes = 8

Incorrect:
Total Mailboxes = 3

Setup steps

  1. Create a few public package products.

    Examples: Starter Email, Business Email, and Team Email.

    Set Product Type to Other and enable Require Domain on each product.

  2. Set each product recurring price to $0.00.

    Put prices on configurable options.

  3. Create one Configurable Option Group per package.

    Each package has its own minimum Basic mailbox quantity and Basic mailbox pricing.

  4. Configure Total Mailboxes as a Quantity option.

    Set the minimum value based on the package: 1 for Starter, 5 for Business, 15 for Team.

  5. Price Basic mailboxes according to the package tier.

    Starter can have the highest per-mailbox price, Business lower, and Team lower again.

  6. Configure Total Enhanced Mailboxes as a Quantity option if customers can add Enhanced mailboxes.

    Use the same Enhanced mailbox price across packages.

  7. Set Mailbox Quota (GB) as a fixed value.

    This is usually hidden. It is used in the total quota formula.

  8. Configure Extra Quota (GB) as a Quantity option.

    Use 10GB increments.

  9. Enable the upgrade paths you want.

    Use product upgrades for Starter → Business → Team. Use configurable option upgrades for mailbox quantity and Extra Quota changes.

Screenshot placeholder: Strategy 3 hybrid order form

Place screenshots showing Starter, Business, and Team products, with each product using quantity options and package minimums.

Suggested location: after Strategy 3 setup steps.

Show quota example for hybrid packages

If Business Email has a minimum of 5 Basic mailboxes, and the customer chooses 8 total Basic mailboxes with 50GB Extra Quota:

Total Quota = 50GB + (8 + 0) × 10GB = 130GB

The customer receives 130GB total quota, with each Basic mailbox capped at 50GB.

8. How PolarisMail quota works

A PolarisMail WHMCS service gives the customer a total storage pool for a domain. The customer can divide that storage across their mailboxes, as long as they stay within the total quota and mailbox-type limits.

Total quota formula
Total Quota =
Extra Quota (GB)
+
(Total Mailboxes + Total Enhanced Mailboxes) × Mailbox Quota (GB)
Mailbox typeWHMCS configurable optionMaximum size per mailbox
Basic mailboxTotal Mailboxes50GB
Enhanced mailboxTotal Enhanced Mailboxes200GB
Mailbox Quota wording

Mailbox Quota (GB) is part of the formula that calculates the customer’s total allowed quota. Customers can divide the total quota between mailboxes, subject to the Basic and Enhanced per-mailbox maximums.

9. Required WHMCS configurable options

The PolarisMail WHMCS module expects the following configurable options to exist. Use the names exactly as shown.

Total Mailboxes
Total Enhanced Mailboxes
Mailbox Quota (GB)
Total Aliases
Total Distribution Lists
Extra Quota (GB)
Exact names matter

If an option is misspelled or renamed, the module may not read the value correctly. This can cause provisioning or quota mismatches.

OptionWhat it controlsUsually visible?
Total MailboxesNumber of Basic mailboxesVisible in variable and hybrid setups; hidden in fixed bundles
Total Enhanced MailboxesNumber of Enhanced mailboxesVisible if customers can add Enhanced mailboxes
Mailbox Quota (GB)Quota value used in the total quota formulaUsually hidden and fixed
Total AliasesAlias allowanceUsually hidden if fixed
Total Distribution ListsDistribution list allowanceUsually hidden if fixed
Extra Quota (GB)Additional storage added to the domain-level poolUsually visible
Zero values are allowed

Every required option should have a value, even if that value is 0. For example, a Basic-only product can set Total Enhanced Mailboxes = 0 and hide it.

Do not use WHMCS Product Addons for Extra Quota

Configure Extra Quota as the configurable option named Extra Quota (GB). Do not create it as a WHMCS Product Addon if you expect the PolarisMail module to include it in the quota calculation.

10. Extra Quota setup: quantity with 10GB increments

Extra Quota adds storage to the customer’s total quota pool. Use this setup for all three strategies.

  1. Go to the product’s Module Settings tab.

    Set Extra Quota Increments to 10.

  2. Create or edit the configurable option named Extra Quota (GB).

    Set it as a Quantity option.

  3. Set the option price for one 10GB block.

    WHMCS multiplies the option price by the quantity selected.

  4. Use a clear customer-facing label or description.

    For example: Extra Quota blocks of 10GB or Extra Quota (quantity, 1 = 10GB).

Screenshot placeholder: Extra Quota increment setting

Place a screenshot of the Product → Module Settings tab showing Extra Quota Increments set to 10.

Suggested location: after the Extra Quota setup steps.

Show Extra Quota quantity example
Extra Quota increment: 10GB

Customer enters: 1
Customer receives: 10GB Extra Quota

Customer enters: 5
Customer receives: 50GB Extra Quota

Customer enters: 10
Customer receives: 100GB Extra Quota

If your retail price is per 10GB block, enter the price for one block. WHMCS multiplies that price by the quantity the customer selects.

11. Billing and cost

What your customer pays in WHMCS

Your customer-facing prices are controlled in WHMCS. Recommended: keep the product recurring price at $0.00 and place pricing on configurable options.

What PolarisMail bills you

PolarisMail reseller billing is based on actual usage: created mailboxes and the storage assigned to them. You are not billed simply because a customer purchased unused capacity in WHMCS.

Extra Quota affects your PolarisMail bill once the customer assigns that storage to mailboxes.

Customer price and reseller cost are separate

WHMCS controls what your customer pays you. PolarisMail billing controls what you pay PolarisMail. Set your WHMCS prices so they cover your costs and margin.

Show billing example

A customer may buy enough WHMCS capacity for 100GB of Extra Quota but only assign part of that storage to mailboxes. PolarisMail billing is based on the storage actually assigned, not merely the unused purchased capacity in WHMCS.

12. Common mistakes and how to recover

Mistake or symptomWhy it happensFix
Product Type is not OtherPolarisMail products should use Product Type Other.Edit the product and set Product Type to Other.
One configurable option group is shared across several productsChanging a hidden value or price can affect more than one product.Use one Configurable Option Group per product.
Extra Quota is created as a Product AddonThe module expects Extra Quota (GB) as a configurable option.Create Extra Quota as a Configurable Option instead.
Values are entered into Sort OrderSort Order only controls display order.Enter actual values in the option’s value, quantity, or pricing settings.
Total Mailboxes shows only “No Change”The option may be hidden, have only one dropdown value, or have Quantity minimum equal to maximum. In Strategy 1 this is often expected.Use product upgrade for fixed bundles. For flexible products, unhide the option and allow a real range.
Strategy 3 sends the wrong mailbox countTotal Mailboxes was treated as “extra mailboxes” instead of final total mailboxes.Set Total Mailboxes to the final total count.
Customer thinks Extra Quota quantity 1 means 1GBThe 10GB increment is not clear in the option label.Use a label or description such as Extra Quota blocks of 10GB.

13. Testing checklist

After setup, place test orders before making products public.

Product setup checks

  • Product Type is Other.
  • Require Domain is enabled.
  • The PolarisMail module is selected.
  • The product has its own Configurable Option Group.
  • Product recurring price is $0.00, if following the recommended pricing setup.

Configurable option checks

  • All six required options exist.
  • Option names match exactly.
  • Hidden fixed values are correct.
  • Zero values are present where needed.
  • Extra Quota uses 10GB increments.

Customer-facing checks

  • Checkout shows only the options the customer should change.
  • Strategy 1 package upgrades show the correct larger products.
  • Strategy 2 configurable option upgrades allow quantity changes.
  • Strategy 3 package minimums are enforced.
  • The total quota matches the formula.
Screenshot placeholder: Client Area upgrade links

Place a screenshot showing where customers see Upgrade/Downgrade and Upgrade/Downgrade Options.

Suggested location: after the customer-facing checks.

14. Support checklist

If you need help, send screenshots of the relevant WHMCS screens and tell support which strategy you are using.

Strategy 1: Bundles / fixed package products
Strategy 2: Single variable product
Strategy 3: Hybrid packages + configurable flexibility

Useful screenshots

  • Product Details tab
  • Product Pricing tab
  • Product Module Settings tab
  • Product Configurable Options tab
  • Product Upgrades tab
  • Configurable Option Group list
  • Edit screen for Total Mailboxes
  • Edit screen for Total Enhanced Mailboxes
  • Edit screen for Mailbox Quota (GB)
  • Edit screen for Extra Quota (GB)
  • Customer checkout page
  • Customer Upgrade/Downgrade page
  • Customer Upgrade/Downgrade Options page