How to Change an Order's Payment Status in PhotoBiz

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

Overview

You can manually update an order's payment status in PhotoBiz when a payment was received outside the platform or when an order's payment status needs to be corrected. PhotoBiz keeps order records from ECommerce, Client Galleries, Forms, Invoices, and Scheduler in one location.

For example, you may need to mark an order as Paid after receiving an offline payment or mark it as Refunded after issuing a refund through your payment processor.

Changing an order's payment status does not charge your client, process a refund, or transfer money. However, marking an order as Paid can activate digital download links and update your order reports.

This guide explains how to locate an order, change its payment status, and optionally send an email notification to your client.

STEP ONE

STEP TWO

Click TRACKING at the top of the ECommerce Dashboard, then click ORDERS to access your order history.

You can manage orders from ECommerce, Client Galleries, Forms, Invoices, and Scheduler in this location.

STEP THREE

Locate the order you want to update in your Orders list.

By default, PhotoBiz displays orders from the Last 6 Months. You can use the SEARCH BY dropdown menu to find orders using different search criteria.

The available search options include:

This Month: Orders placed during the current month.
Last Month: Orders placed during the previous month.
Last 6 Months: Orders placed within the last six months (default).
This Year: Orders placed during the current calendar year.
Last Year: Orders placed during the previous calendar year.
Custom Date: Search within a specific date range.
Customer: Find orders associated with a particular customer.
Order Number: Locate an order using its order number.
Payment Status: Find orders based on their current payment status.
Order Status: Find orders based on their order status.

After selecting your search criteria, enter any additional information requested and click SEARCH to update the results.

You can also use the PER PAGE dropdown to adjust how many orders appear in the list.

Once you locate the correct order, click its Order Number to open the order details.

STEP FOUR

After opening the order, review the order details to confirm you've selected the correct order.

You can see the client's information, order total, payment method, and current payment status.

Click STATUS in the upper-right corner of the Order Details page.

This opens the status management panel on the right side of your screen, where you can review the order's current payment status and payment status history.

STEP FIVE

Under PAYMENT STATUS, locate the CURRENT STATUS section.

Click CHANGE STATUS directly below the current payment status.

This opens the payment status settings, where you can select a new status for the order.

STEP SIX

Click the SELECT PAYMENT STATUS dropdown menu and select the payment status you want to apply.

The dropdown automatically displays the order's current payment status. Select the new status that accurately reflects your order's payment information.

Payment Status Options

The available payment statuses include:

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 has not completed payment.
Paid: Use this status when you have received the payment. PhotoBiz normally marks orders as Paid automatically when a connected payment processor confirms a successful transaction. You can also select Paid manually after receiving payment outside PhotoBiz.
Refunded: Use this status after you have completed a refund through the payment processor that handled the original transaction. Selecting Refunded only updates the order record and does not return money to your client.
Void: Use this status when an order has been canceled or should no longer be treated as active. The order remains in your order history but appears crossed out in the Orders list. Selecting Void does not cancel a transaction or refund a payment through your payment processor.

Important Information About Paid and Refunded Orders

Marking an Order as Paid

Manually marking an order as Paid updates the order record, activates applicable digital download links, and is reflected in your PhotoBiz order reports.

Only mark an order as Paid after confirming that you've received the payment. Changing the status does not charge your client or verify that funds were received.

Marking an Order as Refunded

Selecting Refunded changes the order's payment status in PhotoBiz. It does not return money to your client's card or payment account.

You must issue the refund directly through the merchant that processed the original payment, such as Stripe, Square, or PayPal. PhotoBiz does not have access to your merchant transactions and cannot issue the refund on your behalf.

For complete instructions, see How to Process a Refund in PhotoBiz.

STEP SEVEN

If you want to notify your client about the payment status change, select Send email notification with this payment status change.

This option is unchecked by default.

When selected, additional email fields appear:

CONTACT'S EMAIL: Displays the client's email address. You can review or change the recipient.
SUBJECT: Enter the subject line for your notification.
MESSAGE: Enter the message you want to send to your client.

The button at the bottom of the panel changes from SAVE CHANGES to SAVE AND SEND when you select the email notification option.

If you do not want to send an email notification, leave the checkbox unchecked.

FINAL STEP

Save your new payment status.

If you are not sending an email notification, click SAVE CHANGES.

If you selected the email notification option, review the recipient's email address, enter your subject and message, and click SAVE AND SEND.

After saving, the new payment status appears under CURRENT STATUS in the right-side panel and on the order details page.

The change is also recorded in the PAYMENT STATUS history, along with the date of the update.

Your order's payment status has now been updated.

What Your Clients See

When you manually update an order's payment status, the order record changes in PhotoBiz.

If you leave the email notification option unchecked, no email notification is sent through this workflow.

If you select the email notification option and click SAVE AND SEND, your client receives an email containing:

Your business name and email subject.
Their order number and total.
Their name and updated payment status.
A VIEW RECEIPT button.
The custom message you entered.

The VIEW RECEIPT button allows your client to access their updated order receipt.

Important: The VIEW RECEIPT link is valid for seven days. If your client needs access after the link expires, you can manually resend the order receipt to provide a new link.

Digital Download Access

Marking an order as Paid activates applicable digital download links.

If your order includes digital products hosted by PhotoBiz, download availability and download attempt limits are controlled by the settings configured for those products.

These download settings are separate from the seven-day expiration of the email's VIEW RECEIPT link.

Helpful Notes

Accessing Orders Through Account Notifications

You can also access recent orders directly from your main PhotoBiz Dashboard.

Under Account Notifications, click ORDERS to open the right-side Notifications panel.

Locate the order notification you want to review and click it to open the order details.

Once the order details open, continue with STEP FOUR to update the payment status.

For more information about managing your account notifications, see What Are Notifications in PhotoBiz?.

Payment Status Changes and Order Reports

When you manually mark an order as Paid, the updated payment status is reflected in your PhotoBiz order reports.

Remember that manually changing an order's payment status does not process a financial transaction. Always confirm payments and refunds with the payment processor or offline payment method used.

Correcting a Payment Status

If you selected the wrong payment status, return to the order details and click STATUS.

Under PAYMENT STATUS, click CHANGE STATUS and select the correct status.

Click SAVE CHANGES to update the order record, or SAVE AND SEND if you're also sending an email notification.

Previous payment status changes remain visible in the PAYMENT STATUS history.

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