Manual contents

📦 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.
Total	What the customer pays: price, shipping and tax. If the order has no tax, you'll see just the price. Shown in the order's currency; if it's in a currency other than your workshop's, underneath you'll see its approximate equivalent (≈) in yours.

By clicking on one of these lines we can access the specific order we want to see. If you sort by the Total column, the sorting follows the price excluding tax, so two rows may look slightly out of order when they carry different shipping or taxes.

The Production board and the recent activity on the Dashboard also show this same total.

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 starts with your workshop's tax (the one in Settings → Workshop → Tax information) and in your workshop's currency, and you can change both on each order (see An order in another currency, below).

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.

The large price figure is the total including tax: price, shipping and tax. Just below it you'll see how it's made up, for example €17.00 + VAT 21% (€3.57), where the first figure is the price plus shipping. If the order has no tax, No tax configured appears in amber and the large figure is just the price. The margin is always calculated on the price excluding tax.

If the order is in a currency other than your workshop's, under the large figure you'll see its approximate equivalent (≈) in your workshop's currency. The margin is always shown in your workshop's currency.

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 the order has an issued, unpaid invoice and you mark it as paid, BolloPrint asks you «Invoice paid?» (and the other way round: when you mark the invoice as paid, «Order paid?»). One is never marked just because of the other.

If your workshop has invoicing turned on, under the price there's also a line with the order's invoice: Not invoiced, Draft invoice or the invoice number with its payment status (Pending · due …, Overdue · N days, Paid · … or Credited). Clicking it takes you to the Invoices tab.

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, Quote also appears, between Shipping and Notes. And if legal invoicing is available in your workshop's country, Invoices appears, just before Notes.

General

The main view of the order, divided into two areas:

Left panel: sale origin, customer (editable), general description, attachments. Next to the chosen customer there's a button (Open customer file) that opens their record right there, without leaving the order: it's the quickest way to complete a missing detail, for example to invoice them.
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".
Economic summary: cost, shipping cost and margin; below them, the price excluding tax (Subtotal, required), Tax % (or the tax's name, for example VAT %) and the Total including tax, which is calculated automatically. Next to it is the order's Currency. The Recalculate button sets the price back to the sum of the items.

Each order carries a single tax, and shipping is part of its base. If the customer is from a different country than your workshop, you'll see a notice asking you to check the percentage by hand; if neither the order nor your workshop has a tax, another notice takes you to Settings › Tax information. These fields and notices are the same as on quotes: they're explained in Quotes. Orders that existed before there were taxes don't have one (except marketplace orders, see below): they show as No tax configured until you enter their percentage and save.

An order in another currency

An order can be in a currency different from your workshop's: for example, a customer in the United States whom you charge in dollars even though your workshop works in euros. It's chosen in the Economic summary, in the Currency field.

The order stores its amounts in its currency. Price, shipping and tax are in dollars; that's what the customer sees and what gets invoiced.
BolloPrint sets an exchange rate on it: the reference rate of the order's date (from the European Central Bank, or from the Banca d'Italia for the currencies the ECB doesn't publish). You see it in the 1 USD in € field, with its source and date underneath (for example ECB · 25/09/2026). Until you save, you'll see «The day's exchange rate is set when you save».
That rate stays frozen. It doesn't change by itself as the days go by. If you change the order's date, the rate is still the old one and the field warns you in amber «The rate is from another date: press the arrows to update it»; the arrows set the rate of the date the order now has.
You can type your own rate, in that same field (for example, the one your bank applied). Underneath it will say Manual rate. Leave it empty to go back to the reference one.
Total in EUR: next to it you'll see the order's total converted (≈) to your workshop's currency. That's what's added up in Financial and in the Dashboard. If there's no exchange rate for that date, you'll see in amber «No exchange rate for that date» and the order shows as not converted in the totals until it has one or you type one.
Catalog items are converted. When you add a product, its price (which is in your workshop's currency) is converted to the order's currency at the order's rate, and the original catalog price stays underneath, in small print. You can change the converted price like any other.
The cost stays in your workshop's currency (it comes from your pieces and inventory), and the margin compares the already converted price with that cost.

If you change the currency of an order that already has items, it asks you «Change the currency?»: the line prices aren't converted, they're read in the new currency instead, so review them afterwards. Every change of currency or rate is recorded in the History.

What the customer sees

The «≈» equivalent is just for you: the customer gets everything in the order's currency. If you invoice the order, the invoice is also in the order's currency, and the invoicing service adds the conversion to your workshop's currency at the official rate of the issue date, not at the order's rate or the one you typed by hand.

Dates

Five date fields that you can set independently:

Creation date · Deadline · Payment date · Shipping date · Completion date

If you invoice the order, the Shipping date (or, if it doesn't have one, the Completion date) is the date of the transaction printed on the invoice as the Delivery date. If the order has neither, the issue date is used.

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 Quote versions list, with all the versions generated there. Above the list it says which one the customer accepted, for example v2 accepted (or Accepted with no version generated if it was accepted without generating any), and that row carries the Accepted tag.

From here you can only view (download) each version's PDF; restoring, deleting or regenerating is done on the quote itself. It's not a copy: if you modify the quote and generate another version, 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.

Invoices

It only appears if legal invoicing is available in your workshop's country. If your plan doesn't include it, the tab is there but tells you so («Your plan does not include invoicing»); if nobody has turned it on yet, the owner sees the Activate invoicing button right here.

This is where this order's invoice lives. An order has a single live invoice (plus, where applicable, the credit note that cancels it):

To start with there are two buttons: Create invoice (the full invoice, with the customer's details) and Simplified invoice (without the customer's details). The simplified one only appears if your country has a limit for it, and it can only be used with an individual and below that limit: with a company or above it, the button is disabled and tells you why. You choose the type when you create it.
Either of them creates a draft with the order's lines, the shipping, its tax and the customer's details, taken from their record. None of that is typed into the invoice: if the record is missing something your country requires, a notice in red names it even before you create it, and the Open customer file button lets you complete it without leaving. The lines are copied from the order when the draft is created: if you change the order afterwards, delete the draft (⋮ menu → Delete draft) and create it again. A cancelled order can't be invoiced.
In the draft you can write Notes (printed on the invoice) and, if the sale is without VAT, give the reason under Sale without VAT. Save saves those changes.
Issue opens the invoice as your customer will see it, as a draft from the invoicing service, still without a number. Check it: Validate and issue gives it a number and it can no longer be changed. If you close the window without validating, the draft is discarded and nothing gets a number. An issued invoice can't be edited or deleted: to correct it, Credit note issues a credit note for the full amount (it also goes through the same window).
At the top you'll see the invoice number and a single label with its status: Pending · due …, Overdue, Paid, Credited or, before it's issued, Draft. If the order was already paid when you issue it, it's due the same day and BolloPrint asks you «Invoice paid?».
An issued one has Mark as paid as its main action, and in the ⋮ menu Download PDF, Send by email, Credit note and Undo payment.

Below you have Documents (the invoice and its credit notes, with their PDF; a paid invoice appears twice: the Issued one, the original PDF, and the Paid one, the copy stamped «PAID») and the Invoice history. In Germany, the issued invoice's row also carries the ZUGFeRD label (e-invoice: the PDF carries the invoice data inside) and a Download XML button next to the PDF one. All the detail —activation, monthly quota, simplified invoice, sale without VAT, payment— is in the Invoices document.

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, including changes to the tax (rate and name). 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:

The currency is set by the store. A marketplace order is in your store's currency and can't be changed; its exchange rate is that of the payment date.
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.

The tax is set by the marketplace

On an Etsy or Shopify order you don't choose the tax: in the economic summary, the Tax field shows the amount reported by the marketplace, with a padlock and As set by Etsy (or As set by Shopify) underneath, and it can't be changed. Etsy only gives the amount, not the percentage, so the header shows the tax without a percentage. If Etsy didn't charge tax on that sale, you'll see 0. On Shopify, if your store shows prices with tax included, BolloPrint converts them to prices excluding tax when importing the order, so they read the same as the rest. The marketplace orders you already had are locked too. For Etsy ones, BolloPrint has recovered the tax from the stored receipt. Shopify orders that came in earlier had no tax data: you'll see 0, and their prices stay as they came in until the order is modified in Shopify.

Who can manage orders?

Action	Read-only	Worker	Admin	Owner
View orders	✅	✅	✅	✅
Create / edit orders	❌	✅	✅	✅
Delete orders	❌	✅	✅	✅
Create, issue and collect its invoice	❌	✅	✅	✅

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.

An invoiced order can't be deleted

If the order has an issued invoice, it can't be deleted: the invoice is a legal document that has to keep pointing to its order. It can be cancelled, and when you do so it warns you that the invoice is still valid: if the sale didn't go ahead, issue a credit note from the Invoices tab.