Edit as a seller
Open Dashboard → Selling → My Forms, click the form's View orders →, expand the order, and choose Payment + Buyer → Edit Order. Open the action group first if it is collapsed on a small screen. The form owner or a collaborator with Update order status/details can change items, quantities, buyer details, address, shipping, buyer notes, or supported submitted fields. Text, phone, social username, dropdown, choice, date, time, slider, and hidden answers can be corrected. Agreement, file-upload, calculation, rating, and coupon fields stay read-only in this editor.
Tracking is not edited in this modal. Use the expanded card's Fulfillment → Tracking #s, then click ✓. For a separate seller note, use Admin → Note → Save; see the PDF privacy warning in Manage orders and bundles.
The editor asks the server to recalculate the saved and updated totals when it opens and after every money-changing input. While that calculation is running, the total shows Calculating… and Request payment remains unavailable. A positive server-confirmed difference enables a request for exactly that difference.
Review the updated total, then click Save Changes. Notify buyer of changes and Request payment from buyer (sends payment link) start unchecked; choose them deliberately if needed. Requesting payment additionally requires Message buyers permission. When requesting a positive confirmed difference, the button becomes Save & Request $X; Save without payment request saves the edit without creating that request. Wait for the saved result and inspect an error before retrying.
EZFormz first commits the recalculated order data used by the invoice, buyer view, and balance calculation to its D1 database. A connected Google Sheet update is queued afterward as separate asynchronous work. Orders has no per-order Sheet sync-status control. The form owner can check the integration at Dashboard → Selling → My Forms → Form settings (the gear), then Builder → Settings → Integrations → Google Sheets. Where Check access is shown, it can first save pending Builder changes; review and click Save changes deliberately before checking. A managed connection offers Refresh from orders. These actions report access or an accepted refresh request, not verified Sheet accuracy or completed publication. See Sync orders with Google Sheets.
Existing item rows keep their saved prices only while the quantity is unchanged and the row is not explicitly repriced. New rows and changed quantities use current server-owned effective catalog pricing, including applicable sale and bulk pricing. To deliberately reprice an unchanged quantity, remove the old row and add the current product option again. Review the recalculated total before saving: changing quantity can change the price of that line. If an old option no longer exists, keep its historical quantity unchanged or remove the row; a partial quantity change is unavailable because there is no current price to verify.
Untouched shipping keeps the order's exact saved rows, including an option that is no longer on the form. Choosing no shipping removes those rows explicitly; choosing a replacement uses the current option's server-owned label and price. New Required or Auto-select shipping choices are never inserted into an older order unless the seller or buyer explicitly selects them during that edit.
To add a one-order charge, use Custom charge in the Shipping section. Enter the label, amount, and quantity, preview the new total, then save. The charge is stored with the order's shipping lines; the label is the seller's choice.
If shipping methods and add-ons cannot be loaded, saved charges stay visible and read-only. You can save unrelated changes without replacing those charges. Close the editor and reopen it to retry; a full page refresh is not required.
Advanced promotions recalculate from the rules frozen with the order, including exclusions, thresholds, Lowest or Highest N, Buy X Get Y, tiers, gifts, bundles, caps, shipping benefits, and surcharge waivers. If the edited order no longer qualifies, all benefits from that promotion stop together. Simple historical coupon amounts remain frozen. A seller can deliberately add a current coupon despite public schedule or buyer-use limits, but the override still obeys product eligibility, discount math, and exclusive-promotion rules and does not create a public redemption.
Review a buyer request
Buyers can use an emailed edit link or open View order → Edit order in My Orders or Buying when the form allows it. Treat the emailed edit link as a private bearer link: anyone who has that link can view the order details exposed by the edit page and submit an edit request without signing in. Send it only to the intended buyer and do not paste it into tickets, messages, or screenshots. The public form's View order details shortcut instead opens signed-in order history and may ask the buyer to sign in; it does not itself promise that editing is available.
A request awaiting manual review does not change the order until approved. If Auto-approve edit requests is enabled and every included change matches its allowed types, the request can be approved and applied immediately. Unmatched or failed requests stay pending.
- On the seller Orders page, choose Edit Requested and expand the order to see its pending request card. Review the before-and-after item, shipping, contact, note, and total changes.
- Click Reject to enter an explanation, Approve only to approve a higher total without a new balance email, or Approve & Request Balance when more is due. For no positive difference, the approval button is Approve. Requesting a balance additionally requires Message buyers permission.
- Confirm the recalculated total and any payment request or total decrease.
The buyer is warned not to send extra money before approval, and the seller is notified when a request arrives. A linked buyer account receives an in-site decision notification. Approval can send the updated confirmation or balance request when a buyer email is available; a rejection email follows that buyer account's Edit request decided email preference. Durable delivery-safety limits can withhold an email without undoing the saved decision, updated order, or in-site notification, so inspect those records before repeating the action.
If an ordered catalog option is already gone, the buyer can keep its full historical quantity or remove that line while editing current items and contact details. If the option disappears after the request is submitted, the review can show a catalog conflict and a current adjusted-item suggestion. Approve only the verified adjustment; EZFormz rejects a stale or hand-changed suggestion.
If a balance is required, the request amount is exactly the updated saved total minus the total saved immediately before that edit. Proof verified, on-chain results, order status, accepted payment history, and older unpaid requests do not change that edit amount. A newly selected payment method applies its fee only to this edit; it does not revive an unpaid fee from the original checkout. A positive difference can create a balance link when the seller explicitly chooses Approve & Request Balance. Approve only saves the edit without sending a new payment request. If the approved invoice decreases below an existing unreserved request, EZFormz lowers that request automatically using its original payment basis, or closes it when nothing remains to collect. The URL and expiration stay the same. An older open payment page must reload before continuing. Later increases do not silently raise an existing request. To request a different amount, clear the unused link first and then create a new request from the current saved order.
When a balance is created, the connected Sheet payment state is queued as Balance due $X. After the buyer submits the top-up proof it changes to the current proof-received state; the seller can mark Proof verified after reviewing the submission.
Historical refund records do not block an order edit or change its calculated difference.
Handle a lower total
When the new total is lower, EZFormz shows the decrease and saves the new total. It does not create a refund automatically. If money must be returned, handle and record that separately as described in Handle refunds and orders on hold.
Find and control edit requests
For a non-empty, non-poll order list, the Orders page keeps Edit Requested visible even at zero. It is muted when empty and amber when active orders have pending requests. Its count excludes archived orders; click it to filter to that review queue.
Check Show orders with unverified payments only to find orders with at least one submitted proof that the seller has not marked Proof verified. Once every proof is seller-verified, the order leaves the list regardless of its overall status or an informational transaction-check result. See Manage orders and bundles for how the checkbox combines with status, search, and archive selections.
To control buyer requests, go to Dashboard → Selling → My Forms → Form settings (the gear), then Builder → Settings → Order Edits. You need the form owner's access or Slug, password, dates, limits, and edit-request settings permission. After changing the controls below, click Save changes in Builder's top bar to make them live:
- Allow customers to request edits to their orders is on by default. Turning it off removes available edit actions and blocks new edit-request submissions, but existing pending requests remain reviewable.
- Restrict to additions only blocks item removals and decreases while leaving new items and increases available.
- Allow buyer info edits after close can keep selected name/email, address, submitted-information, or notes corrections available after a form closes. Product, shipping-option, payment-method, and total changes remain blocked. These closed-form requests always need manual approval and stop once an order is fulfilled, cancelled, or has tracking.
- Auto-approve edit requests is off by default. Its checklist covers item additions/increases, removals/decreases, contact/address/notes, shipping-option changes, and payment-method changes. A request auto-approves only when every included change type is allowed; a mixed or failed request stays pending. Auto-approval uses the same stock, price, surcharge, balance-link, notification, and Sheet workflow as manual approval; a positive difference requests the edit balance automatically. Refund handling remains a separate seller action.
Edit links expire 30 days after they are created. Only one pending request can exist for an order at a time. Ready for pickup, Shipped, Direct Vendor Shipped, Completed, Return Received, Return Refunded, Cancelled, and any order with a tracking number block ordinary buyer self-edits.