Order workflow: from payment to shipment

The customer places an orderThe order appears in the admin with the status Pending.The customer gets an order confirmation
The payment arrivesYou confirm the order with two clicks.The customer gets a payment notification
You ship the parcelYou enter the tracking number.The customer gets the tracking number

The shop sends all the emails to the customer by itself. You just click in the right place - this article shows you where.

Before you start

access to the admin (how to sign in),
for payment by bank transfer: confirmation from your bank that the money is in your account,
for the shipment: the tracking number from the post office or courier receipt.

1. Find the order

Sales › Orders

The newest orders are at the top of the list. The status Pending means the order is waiting for you.

Order list in the admin with the newest order at the top — Click the order row to open it.

2. Confirm the payment

When the payment is in your account, confirm the order by creating an invoice. The customer then gets an email saying the payment has been received.

In the open order, click Invoice at the top.

The button is in the bar above the order.
The invoice page opens. Scroll to the bottom and under Invoice Totals check that the amount matches the payment.
Tick Email Copy of Invoice and click Submit Invoice.
1. Email Copy of Invoice - tick it so the customer is notified.
2. Submit Invoice - saves the invoice and sends the email.

The order status changes to Processing.

The Invoice created in the shop is not a tax invoice. Issue the tax invoice in your accounting software. With card payments, the invoice is created automatically when the payment succeeds - in that case, skip this step.

3. Ship the parcel

In the order, click Ship at the top.

The Ship button is to the right of the Invoice button.
Under Shipping Information, click Add Tracking Number. In Carrier, choose the courier. If it is not in the list, leave Custom Value and enter its name in Title. In Number, enter the number from the receipt.

This is how you add a tracking number. Click the animation to pause it.
At the bottom of the page, tick Email Copy of Shipment and click Submit Shipment.
1. Email Copy of Shipment - the customer gets an email with the tracking number.
2. Submit Shipment - saves the shipment.

Once the order is invoiced and shipped, the status changes to Complete. You are done.

With cash on delivery, the order is reversed: first ship the parcel (step 3), then confirm the order (step 2) when the courier pays the money to you.

Order statuses at a glance

Status	What it means	What to do
Pending	The customer has placed the order, the payment is not confirmed yet.	Wait for the payment and confirm it.
Processing	The payment is confirmed, the parcel has not been shipped yet.	Prepare and ship the parcel.
Complete	The order is paid and shipped.	Nothing more - the order is finished.

Common problems

There is no Invoice button

The order is already invoiced (for example, paid by card) or cancelled. You can see the status in the order under Order & Account Information.

The customer says they did not get the email

Ask them to check their spam folder first. In the order, open Comments History on the left: it shows whether and when the email was sent. If it was not sent, write to us.

I entered the wrong tracking number

In the order, open Shipments on the left and click the shipment. Delete the wrong number with the bin icon and add the correct one.

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