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Order Management

Manage customer orders from placement through fulfillment. Track payment status, create invoices, and handle order lifecycle efficiently.

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Order Overview

Orders are created when customers purchase products through your shop, payment page, or smart links. Each order contains:

• Order Number: Unique identifier (e.g., ORD-1234567890-1)
• Customer Information: Name, email, address
• Order Items: Products, quantities, prices
• Payment Status: Pending, Paid, Failed, Refunded
• Order Status: Pending, Completed, Cancelled

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Order Creation Modes

Control when orders are created based on your business needs. This setting is configured per product.

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Orders at Checkout (Default)

The standard behavior where orders are created immediately when a customer starts checkout. Flow:

1. Customer adds products to cart
2. Customer enters checkout details
3. Order created immediately
4. Customer registration email sent
5. Order confirmation email sent
6. Customer redirected to payment
7. On payment success: Order marked as paid
8. On payment failure: Order marked as cancelled

Best For:

• Products requiring immediate order tracking
• Businesses needing visibility into abandoned carts
• Standard e-commerce workflows

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Paid-Only Orders

Orders are only created after successful payment. No records or emails until payment is confirmed. Flow:

1. Customer adds products to cart
2. Customer enters checkout details
3. Cart data stored temporarily (24 hours)
4. Customer redirected to payment
5. On payment success: Order created now, emails sent
6. On payment failure: No order created, no emails

Best For:

• High-traffic products with many abandoned checkouts
• Reducing email noise and spam notifications
• Cleaner order data (only paid orders appear)
• Lead generation products where unpaid leads aren’t valuable

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Order Statuses

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Payment Status

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Order Status

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Managing Orders

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Viewing Orders

1. Navigate to Orders in your dashboard
2. Use filters to find specific orders:
   • Date range
   • Payment status
   • Order status
   • Customer name or email

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Order Details

Click any order to view:

• Complete order information
• Product line items with quantities
• Custom field values submitted by customer
• Payment history and transaction IDs
• Associated invoice (if created)
• Related subscription (for recurring products)

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Order Location Tracking

PayRequest automatically detects and displays customer location information for each order. This helps you understand where your customers are located geographically. What’s Captured:

• Country: Automatically detected from the customer’s IP address
• IP Address: The customer’s IP at time of order
• Visual Map: Interactive map showing the customer’s country

How It Works:

1. When a customer places an order, PayRequest detects their location using Cloudflare headers (most accurate) or IP geolocation services
2. The country code and IP address are stored with the order
3. On the order detail page, you’ll see an Order Location card displaying:
   • Country flag emoji (e.g., 🇪🇸 for Spain)
   • Full country name with code (e.g., “Spain (ES)”)
   • Visual map centered on the country
   • Customer’s IP address

Supported Countries: The map display supports 24+ countries including all major European countries (Netherlands, Belgium, Germany, France, Spain, Italy, UK, etc.), North America (US, Canada, Mexico), and other regions (Australia, Japan, Brazil, etc.). Privacy Note: IP addresses and location data are only visible to you as the business owner. This information is not shared with other customers or third parties.

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Creating Invoices from Orders

Invoices can be automatically or manually created from orders: Automatic Invoice Creation:

• Enable in Shop Settings
• Invoice created when order is paid
• Invoice number auto-generated

Manual Invoice Creation:

1. Open the order details
2. Click “Create Invoice”
3. Review and customize if needed
4. Invoice linked to order automatically

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Email Notifications

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Orders at Checkout Mode

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Paid-Only Orders Mode

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Order Subscriptions

Manage subscriptions directly from the order detail page. The Order Subscriptions card appears when an order contains recurring products.

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Automatic Subscription Creation

When orders contain recurring products:

1. Payment is processed
2. Order marked as completed
3. Subscription automatically created and linked to the order
4. Customer receives subscription confirmation
5. Future billings handled by subscription system

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Creating Subscriptions Manually

If a subscription wasn’t created automatically (e.g., manual order entry):

1. Open the order detail page
2. Find the Order Subscriptions card in the sidebar
3. Products without subscriptions show a Create button
4. Click Create to generate a new subscription linked to this order

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Linking Existing Subscriptions

Connect an existing unlinked subscription to an order. This is useful when:

• A subscription was created separately and needs to be associated with an order
• You’re reconciling historical data
• A subscription was accidentally unlinked

To link a subscription:

1. Open the order detail page
2. In the Order Subscriptions card, find “Or link an existing subscription to this order”
3. Use the searchable dropdown to select from available subscriptions
4. The dropdown shows: Product name, Subscription ID, Amount, Interval, and Status
5. Click Link Subscription to Order

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Viewing Linked Subscriptions

Subscriptions linked to an order display with:

• Green background indicating active link
• Product name and pricing
• Current status (Active, Paused, etc.)
• View Subscription button to open full subscription details

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Order Tags

Organize and categorize orders using tags. Tags help you segment orders by source, campaign, customer type, or any custom classification.

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Viewing Tags

Tags appear in the sidebar of the order detail page, below Order Notes. Each tag displays with its assigned color for easy identification.

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Managing Tags

1. Open an order’s detail page
2. Find the Order Tags section in the sidebar
3. Click Manage to open the tag modal
4. Select or deselect tags using the searchable dropdown
5. Click Save Tags to apply changes

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Creating New Tags

From the tag management modal:

1. Click Create New Tag
2. Enter a tag name
3. Select a color
4. Click Create Tag

The new tag is automatically selected and added to the order.

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Tag Types

Order tags use the Order and Support tag types. These are separate from product, customer, or invoice tags, allowing you to maintain organized tag categories.

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Use Cases

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Order Channels

Orders can come from multiple sources:

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Shop Checkout

• Full cart experience
• Multiple products per order
• Custom field collection
• Supports both order creation modes

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Payment Page

• Single product or custom amount
• Quick checkout flow
• Supports both order creation modes

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Smart Links

• Shareable payment links
• Redirects to appropriate checkout
• Inherits product’s order creation mode

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Best Practices

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Troubleshooting

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Order Not Created After Payment

For paid-only mode products:

• Check if payment was actually successful in your payment provider
• Verify webhook is receiving payment notifications
• Order may take a few seconds to appear after payment

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Duplicate Order Emails

• Each order sends one confirmation email
• Duplicate emails may indicate webhook issues
• Check webhook logs in Settings > Webhooks

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Customer Not Found on Order

• Customer was created during checkout
• Check customer list with the email used
• Customer may have used different email than expected

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Related Topics