Manage Orders
The "Orders" section is your central hub for all purchases made in the online shop. Here you track payment status, control the entire printing and production workflow for physical products, and directly access invoices and refund options for your customers.
Order & Payment Workflow Highlights
Order Overview & Filters
The order overview lists all orders chronologically and offers extensive filtering and sorting options to help you quickly keep track.
Explanation of the marked areas:
Order Search & Date Filter
Search specifically for a certain order number, email address, or the customer's first and last name. Use the date filter (From / To) to display orders from specific time periods.
Status Quick Filter (Tabs)
Switch with a click between the different status tabs: All, Pending (waiting for payment/bank transfer), Completed (paid), Failed (canceled payment), or Archived. The numbers on the tabs show you directly how many orders are in each status.
Orders Table
Displays all key details of an order at a glance: order number, number of items, customer name, total amount, payment status, payment method (Stripe, PayPal, bank transfer), and exact order date. Click on a row to open the detailed view of that order.
Order Details & Print Release
Click on an order in the list to open the detail view. Here you manage the status of the payment and the ordered physical products.
Explanation of the marked detail areas:
Action Header: "Mark as completed"
If an order is in the "Pending" status (prepayment / bank transfer), you can manually complete the order here. This click automatically generates the invoice as a PDF, sends the customer an email with the invoice download link, and immediately releases any included digital photos for download in the customer shop.
Purchased Products & Downloads
Lists all ordered items, neatly grouped by packages, digital downloads (high-resolution), photo prints (specifying print size, e.g., 13x18 cm), and physical gift items. Here you can also see the corresponding image that was ordered.
Customer & Delivery Information
Contains the customer name, email address, and the child/participant's individual access code. It also displays the delivery and billing address if the customer ordered physical products.
Payment Overview & Refunds
Shows the financial breakdown of the order (subtotal, discounts/promo codes used, shipping costs, VAT, and total sum). You can also view the payment history here and initiate a refund (full or partial) directly for the customer.
Tip for Prepayments / Bank Transfers
Check your bank statements regularly. Once a customer has transferred the amount specifying the order number (e.g. 942NQ6PNP), mark the order in Pixalo as paid immediately (Mark as completed). The automated email notification saves you a lot of communication!
Obligatory Invoice Archiving
Pixalo automatically locks and protects closed invoices in the background. According to legal regulations (GoBD), invoices are archived securely and write-protected for 10 years and can be downloaded directly as PDFs.
Adjust Global Settings
After learning how to manage orders, you should review your billing details and global shop taxes in the settings.
Next: General Settings