📦 Orders
The Orders section is the operational heart of your day-to-day. Every job you take on lives here: from the moment the customer requests it until they receive it.
The life cycle of an order
Every order you have will go through different states depending on its situation:
Loading diagram…
This is the usual path, but you don't have to follow it step by step: from the order's progress line you can jump to any state, backwards too.
| State | Description |
|---|---|
| Created | New order, pending production start. |
| In production | Pieces on the printer. |
| Ready to ship | Everything printed, waiting for the customer or the courier. |
| Shipped | On its way to the customer. |
| Completed | Delivered and closed. |
Cancelled is separate
Cancelled is not one of these five states, it's an independent flag. A cancelled order keeps whatever production state it had, and it can be un-cancelled — which is why it doesn't appear in the diagram. The same goes for the payment status: that's a different axis from production.
The header figures
Above the order list there are three quick indicators:
| Indicator | What it measures |
|---|---|
| Pending time | Sum of the estimated print hours for orders that are In production (it doesn't count those still in Created). |
| Pending orders | Number of orders that are not yet completed or canceled. |
| Completed (month) | How many orders have been closed in the current month. |
The order list
The main table shows these columns:
| Column | Description |
|---|---|
| ID | Order number. |
| Items | Thumbnails of the order's items (up to 3 visible). |
| Order | Order name or description. |
| Customer | Link to the customer's profile. |
| Status | Color badge with the current state. |
| Payment | When payment was confirmed. If the order has been marked as "COMPLETED" but is not paid, a red "UNPAID" badge will appear. |
| Completed | Date when the order is considered finished. |
| Price | Order total. Shown in the currency configured for your workshop (Settings → Workshop → General); the € symbol is just the default example. |
By clicking on one of these lines we can access the specific order we want to see.
Search and filter
Use these search tools to filter orders by specific characteristics.
- Search by ID, title, client: you can filter in real time by title, customer name, or order number.
- Status: dropdown to filter orders by a specific state. It also has Pending Orders (those not yet completed), Unpaid (regardless of the production state) and Cancelled.
- Origins: dropdown to filter orders by the sales origin. It offers Etsy and Shopify, the origins in your own list (the ones in Sales origins, including those you've deactivated) and Manual / No origin, which includes the orders that have none.
- Creation range: shows the orders created within the chosen date period.
Create a new order
Click "New order" above the order list. This opens the order form where you select the customer, add items, and set dates.
The order detail
When you click on an order in the list, the full view of that order opens.
At the top you can see the order information: the title/description, the sale price, the payment status, and a state progress line.
By default, when you create an order it will appear marked as "PAYMENT PENDING". If you click that button, a dropdown opens to change the payment status.
If you click on one of the progress-line icons, the order's state will update to the situation we clicked.
Below the progress line, you'll see five tabs: General, Dates, Shipping, Notes and History. If the order was born from a quote, a sixth one, Quote, appears between Shipping and Notes.
General
The main view of the order, divided into two areas:
- Left panel: sale origin, customer (editable), general description, attachments.
- Right panel: list of items with thumbnail, quantity, and price breakdown. You can add catalog items with "Product" or create a custom line with "Custom".
- Financial summary: total cost, margin (%), and editable sale price. If you click the double-arrow button it recalculates the price from the cost and the margin.
Dates
Five date fields that you can set independently:
- Creation date · Deadline · Payment date · Shipping date · Completion date
Shipping
This is where you record how the order goes out:
- Carrier: pick it from the dropdown, which shows your workshop's active carriers (you manage them in Carriers).
- Tracking number: the package's code.
If the carrier has a tracking URL template configured, saving the number brings up a "Track shipment" link that opens the tracking page directly.
There's no "Other…" option
The dropdown only offers carriers from your list; you can't type one in by hand. If you need to use one that isn't there, ask an Administrator or Owner to add it under Settings → Operations → Shipping carriers and come back to the order.
Quote
It only appears if the order was born from a quote in the Quotes section. It shows the source quote (number, state, validity, acceptance date), an Open quote button to go to it and the list of all the PDFs generated there, so you can download them. It's not a copy: if you modify the quote and generate another PDF, it shows up here. In the order's header you'll also see the "From quote #N" chip.
Orders don't generate quotes
An order is already a sale, so it doesn't have a quote of its own. To make a customer an offer before the order exists, use the Quotes section: when the customer accepts, the order is created on its own.
Notes
A section for the team's internal comments. You can add, edit, and delete notes. The customer never sees them.
History
Audit log: who changed what and when in this order. Changes coming from a marketplace also appear here, flagged as such. If a change came in through an integration, instead of a person you'll see the name of the API token that made it.
Orders that come from a marketplace
If you have a store connected (Etsy, Shopify…), those orders come in on their own and are kept up to date with whatever happens on the marketplace, without you having to touch anything:
- It's cancelled, shipped or delivered on the marketplace → the order in BolloPrint is updated the same way: it moves to cancelled, to shipped, or to Completed when it's marked as delivered.
- There's a refund → it depends on the marketplace. Etsy doesn't notify refunds: BolloPrint looks for them in a sweep every 6 hours and only detects full ones, which mark the payment as "Payment Refunded"; partial ones you have to adjust by hand. On Shopify (once it's available) they arrive straight away: you'll see the refunded amount in red, next to the price; a partial one doesn't change the payment status and a full one marks it as "Payment Refunded".
- They edit the order on the marketplace (changing items or quantities) → BolloPrint reflects the change as it is and warns you with a red message, "Order modified on Etsy, review before sending!" (with the marketplace name), in the order header. Go over it before you send it.
- You marked it as shipped here, but on the marketplace it's still unshipped → BolloPrint checks this on its own every few hours and flags it with an amber warning on the order. It's the mismatch that costs you most: the parcel is on its way, but the buyer gets no shipping notification and no tracking number, and ends up writing to ask where it is.
The marketplace is in charge: the changes you make in BolloPrint are for your own internal control; they are not pushed to the marketplace.
That amber warning clears itself when the situation no longer applies: if you mark the shipment on the marketplace too, or if you move the order back to a state before "Shipped" (because it hadn't actually gone out), it disappears without you having to touch it. And the check gives priority to orders that have never been reviewed, so an old unresolved mismatch you're carrying around doesn't take the turn away from orders that have just come in.
The price the buyer paid
On orders arriving from a connected store you'll also see what the buyer actually paid on the marketplace, next to your sale price. It's there so you can reconcile the two figures at a glance when they don't match (shipping, discounts, platform promotions). It's shown whichever store it comes from — Etsy, Shopify or whatever you connect in the future.
Who can manage orders?
| Action | Read-only | Worker | Admin | Owner |
|---|---|---|---|---|
| View orders | ✅ | ✅ | ✅ | ✅ |
| Create / edit orders | ❌ | ✅ | ✅ | ✅ |
| Delete orders | ❌ | ✅ | ✅ | ✅ |
To delete an order, cancel it first
In the three-dot menu of an active order you'll only see Cancel order. Once it's cancelled, that menu offers Restore order and Delete order. Deleting is permanent; cancelling can be undone.