Managing Orders

Orders are the center of your day-to-day operations. This guide covers the full order lifecycle — from when a customer places an order to when it’s delivered and complete.

The Order List

Go to Orders in the admin sidebar. You’ll see all your orders in reverse-chronological order (newest first).

Filtering orders:

• Status filter — Show only New, Processing, Ready, Out for Delivery, Completed, or Cancelled orders. Use this to quickly find what needs action.
• Date filter — Narrow to a specific date range. Useful when looking back at a previous week’s deliveries.
• Search — Find an order by customer name, email, or order number.

A notification badge on the Orders menu item shows how many unacknowledged new orders you have.

Order Detail

Click any order row to open its detail view. Here’s what you’ll find:

• Customer info — Name, email, phone number
• Items — Each product ordered, with variant, quantity, and price
• Delivery info — Delivery vs. pickup, address or pickup location, requested delivery date
• Special instructions — Any notes the customer left at checkout
• Payment status — Paid, pending, or refunded
• Order total — Subtotal, delivery fee, discounts applied, and final total
• Order number — A unique reference number for this order
• Timestamps — When the order was placed, last updated, and completed

Order Statuses

Update the order status as you work through it. Each status change sends the customer an automatic email notification.

Status	When to use
New	Just placed. Not yet started.
Processing	You’ve started preparing the order — cutting flowers, packing boxes, etc.
Ready	Order is packed and ready. Waiting for pickup or for delivery time.
Out for Delivery	You’ve left to make the delivery.
Completed	Delivered or picked up. Order is done.
Cancelled	Will not be fulfilled. Triggers a cancellation email to the customer.

To update the status, open the order and use the Status dropdown at the top of the order detail.

Adding Notes

Internal notes — Notes only you see. Add these for prep instructions, parking notes, or anything you want to remember. Customers never see these.

Customer notes — When you add a note with the “Notify customer” option checked, it’s emailed to the customer. Use this to communicate a substitution (“We’re out of dahlias today, substituting ranunculus — they’re beautiful!”), a delivery delay, or anything else the customer should know.

Manual Orders

Need to take an order over the phone or in person? Use Orders > New Order.

1. Search for an existing customer by name or email, or enter a new customer’s details.
2. Add products and quantities.
3. Choose delivery or pickup.
4. Save.

Manual orders bypass the checkout process — no payment is taken automatically. You’ll collect payment separately (cash, check, Venmo, etc.) and can mark the order as paid once you’ve received it.

Refunds

To issue a refund:

1. Open the order.
2. Scroll to the Payment section.
3. Click Issue Refund.
4. Choose full or partial refund, enter the amount, and confirm.

The refund is processed through Stripe and returned to the customer’s original payment method. Processing typically takes 5–10 business days to appear on the customer’s statement.

Important: Stripe’s processing fee (2.9% + 30¢) is non-refundable. You pay that fee regardless of whether the order is refunded.

Customer Notifications

Customers receive emails at key points in the order lifecycle:

• Order confirmation — Immediately when the order is placed
• Status updates — When you change the order status (Processing, Ready, Out for Delivery, Completed, Cancelled)
• Refund confirmation — When a refund is issued

You can configure which notifications are sent in Settings > Email.

Packing Slips

Need a printed packing slip for a box? Open the order and use your browser’s print function (Ctrl+P or Cmd+P). The order detail page is formatted for printing — it shows customer info, items, and delivery details cleanly.

Fulfillment Workflow Tips

Sort orders by delivery day — Use the date filter to pull up all orders for Wednesday, for example, and work through them as a batch.

Update status in real time — Changing an order to “Out for Delivery” as you leave your farm lets customers track their order’s progress without needing to text you.

Use internal notes generously — “Ring the bell, not the knocker” is exactly the kind of note that makes a delivery go smoothly.