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Managing orders

Every order your store has ever received, newest first.

  • Where orders come from — storefront checkout, or a POS counter sale (Pro). There is no generic "Add order" / "Create order" form. Never tell an owner to look for an "Add order" button. To record a sale you already made without using POS (by phone, paid by PayPal/cash/transfer outside WAStore): open your own store link, add the items to the cart, check out with the customer's name and phone (choose Pick up if you don't want to type an address, and skip any WhatsApp message that opens). The order then appears in Orders: mark it Paid (and Completed if it's done). It behaves like any order: stock goes down, and you get the order email if order emails are on. The customer gets no email from WAStore.

  • Search (customer name/phone/email, or any product name in the order) and separate status (All/Pending/In Progress/Completed/Cancelled), payment (All/Unpaid/Paid), and source (All/Online/POS) filters — combinable with each other and search. POS sales show a POS badge (with cash/card/transfer when recorded).

  • Order lifecycle: Pending (starting state) → In Progress → Completed, or Cancelled at any point. You can skip straight from Pending to Completed or Cancelled. Completed/Cancelled are end states with no further status-change buttons.

  • Paid / Unpaid — an independent toggle on every order (works regardless of status), for tracking payments received outside the app (bank transfer, cash, PayPal link, mobile money, etc.). Records a "Paid on [date]" timestamp and shows a green "Paid" badge. Orders paid by card at checkout (Pro: Settings → Payment → "Accept card payments", via the owner's own Stripe account) are marked Paid automatically.

  • Payment method badge — orders paid by card show a "Card (Stripe)" badge (orders where the customer clicked a legacy PayPal button show "PayPal"), and the expanded order shows it as "Payment method". A manual method the customer picked at checkout (only asked when "require payment selection" is on) also shows as "Payment method". No badge and no payment method = the customer didn't pay online; payment was arranged directly (cash, transfer, WhatsApp).

  • Refunds — WAStore never holds or moves money, so there is no refund button in WAStore, and switching an order's "Paid" toggle off (or cancelling it) does not return any money. Card (Stripe) orders are refunded by the owner in their own Stripe dashboard (dashboard.stripe.com → Payments → find the payment by amount/date/customer → Refund); the expanded order has an "Open Stripe" link. Stripe returns the money to the customer's card (usually 5–10 business days). PayPal orders are refunded in the owner's own PayPal account; manual methods (transfer, cash) are refunded directly by the owner. An order paid by card that the owner later toggled to "Unpaid" was still charged — the "Card (Stripe)" badge stays, so trust the badge, not the toggle, when deciding on a refund.

  • "How do I get paid?" / "Can customers buy now?" — customers can order as soon as the store has visible products. Payment works one of two ways: (1) on every plan, the owner adds manual payment methods in Settings → Payment (bank transfer, cash on delivery, PayPal link, mobile money…); the customer picks one at checkout and pays the owner directly, and the owner marks the order Paid; (2) on Pro, card payments at checkout through the owner's own Stripe account, paid out by Stripe to their bank. Payout timing (how many days until the money reaches the bank) is set by Stripe for that account and country, not by WAStore. The owner sees it in their Stripe dashboard → Payouts. Debit and credit cards both work.

  • "Which payment method did the customer use?" — open the order: a card or PayPal payment shows a badge and "Payment method". A manual method (transfer, cash…) is only recorded if Settings → Payment → "Ask customers to choose a payment method at checkout" was on when the order was placed (with 2+ methods, or Stripe plus one manual method). If it was off, nothing was recorded; ask the customer, and turn the option on for future orders. Without any payment method set, customers still order and the owner arranges payment on WhatsApp.

  • Order detail view (click to expand) — full date/time, customer phone/email/address, itemized products, a totals breakdown (subtotal, VAT, coupon discount, shipping, grand total), the customer's order notes, and the Paid/Unpaid toggle.

  • Actions: Mark In Progress, Mark Complete / Cancel, Print (opens a print-formatted order page), Delete (permanent, asks for confirmation).

  • Receipt (PDF) (Pro) — every order has a printable receipt page (store name/logo/address, receipt number, date, customer, items, totals, Paid/Unpaid and payment method). Owner: open the order → "Receipt (PDF)". Customer: the order's tracking page shows "Download receipt (PDF)" (when Order tracking is on). Download = the print window → "Save as PDF" (on a phone: Print → Save as PDF / Share). Free stores see the button with an upgrade prompt. Nothing is emailed automatically — send the PDF or the tracking link on WhatsApp.

  • Invoices for an order on Free — no receipt page; to get a document without printing on paper: open the order → Print → in the browser's print dialog choose "Save as PDF" (on a phone: Print → Share / Save as PDF), then send that PDF to the customer on WhatsApp. For a proper invoice with your business details, number and logo, use the free Invoice Generator at wastore.app/tools/invoice-generator (fill it in, download the PDF). The CSV export (Pro) is a spreadsheet of many orders, not an invoice. Settings → Billing is NOT for customer invoices — it only manages the owner's own WAStore subscription (and its Stripe invoices).

  • Customer order history — there are no customer accounts or logins. Each order gets its own tracking link (when Order tracking is on) shown on the confirmation screen only (it is not in the WhatsApp message); customers keep that link to check that order. They can't see a list of all their past orders, and they can't cancel an order themselves — they message the store, and the owner cancels it in Orders.

  • Changing status, toggling Paid, or deleting an order does not notify the customer automatically — if order tracking is on (a Settings toggle), the customer sees the updated status next time they open their own tracking link, but nothing is pushed to them.

  • Export CSV (all currently-loaded orders, full detail) — Pro only; locked with an upgrade prompt on Free.