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How do I update a Payment Status for an order?

Mar 24 2026 | By: PhotoBiz Knowledge Base

How to Manually Update an Order’s Payment Status in PhotoBiz

Overview

You can manually update an order’s payment status when the payment was handled outside of PhotoBiz or when the order record no longer reflects its current status. For example, you may need to mark an order as Paid after receiving an offline payment or mark it as Refunded after completing a refund through your payment processor.

Changing the payment status only updates the order record in your PhotoBiz account. It does not charge the client, issue a refund, or cancel a transaction through your payment processor.

This guide explains how to locate an order in the ECommerce Dashboard, select a new payment status, and optionally notify your client about the change.

STEP ONE

Log in to your PhotoBiz account and click ECOMMERCE in the left-side menu.

This opens the ECommerce Dashboard, where you can review orders, payments, products, services, and other online store activity.

STEP TWO

Locate the order you want to update.

You can use the Payment Status section of the ECommerce Dashboard to narrow the order list based on its current status. For example, click PENDING when you need to locate an order that has not been marked as paid.

STEP THREE

Click the Order Number for the order you want to update.

The full order details page will open. Review the client, order total, payment information, and current status to confirm that you selected the correct order.

STEP FOUR

Click STATUS in the upper-right corner of the order details page.

The order status panel will open on the right side of the screen.

STEP FIVE

Click CHANGE STATUS.

The available payment status settings will appear.

STEP SIX

Click the Select Payment Status dropdown menu and choose the status you want to apply to the order.

Select the email notification option when you want to notify the client that the payment status has changed. This option only sends a notification about the update. It does not collect a payment or complete a refund.

FINAL STEP

Click SAVE CHANGES to update the order.

If you selected the email notification option, you can review and edit the recipient email address, subject line, and message before sending the notification.

After you complete the update, the new payment status will appear on the order details page.

Payment Status Options

The available payment statuses include:

  • Paid: Use this status when you have received the full payment. PhotoBiz normally applies this status automatically when a connected payment processor confirms a successful transaction. Manually selecting Paid does not charge the client or collect money.
  • Pending: Use this status when payment has not been received or confirmed. This may apply to an offline payment or an order where the client did not complete the payment process.
  • Refunded: Use this status after you have completed the refund through your connected payment processor. Selecting Refunded does not issue or transfer a refund to the client.
  • Void: Use this status when the order has been canceled or should no longer be treated as active. Changing the status to Void does not refund a completed payment or cancel a transaction through your payment processor.

Important Information About Manual Status Changes

A manual payment status change updates the order record inside your PhotoBiz account. It does not communicate with your payment processor or complete a financial transaction.

Before changing an order to Refunded, complete the refund directly through the payment processor that handled the original transaction. After the refund is confirmed, return to PhotoBiz and update the order status for your records.

Before changing an order to Paid, confirm that you received the payment through your offline payment method or another external source. Marking an order as Paid does not verify that funds were received.

When to Send an Email Notification

The email notification option can help you keep your client informed when you manually change an order’s payment status.

You may want to send a notification when:

  • You received an offline payment and marked the order as Paid.
  • You completed a refund and marked the order as Refunded.
  • You corrected an inaccurate payment status.
  • You want the client to have a written record of the change.

Review the email address, subject line, and message before sending the notification to make sure the information is accurate and appropriate for the order.

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