Order Overview
The Order feature is your central hub for managing every sale, booking, and transaction. Whether you are ringing up a coffee, booking a service, or processing a return, the Orders section keeps everything organized.
What is an Order?
An order is any sale, booking, or transaction made through your POS system. Orders can include single items, multiple products, services, or special requests. Each order tracks what was sold, who bought it, how it was paid for, and which staff member handled it.
Real-life examples:
- Food and Beverage -- A customer orders a latte and a croissant at the counter.
- Retail -- Someone buys a t-shirt and a gift card in one transaction.
- Services -- A client books a massage for next Saturday.
Why Use the Orders Feature
- All sales in one place -- View every sale, booking, or return in a single list.
- Fast checkout -- Add items, apply discounts, and accept payments quickly.
- Flexible payments -- Accept cash, card, gift cards, or split payments.
- Easy refunds -- Process returns or adjust orders in a few clicks.
- Customer service -- Look up past orders to answer questions or handle exchanges.
- Staff accountability -- See which team member handled each order.
Field Explanations
Here is what each field means on an order:
| Field | Description | Required | Example |
|---|---|---|---|
| Order ID | Unique UUID identifier for the order | Yes (auto-generated) | bafc576c-7f8d-4e2c-864e-bdb2a85ea05d |
| Order Number | Human-readable order number | Yes (auto-generated) | 100234 |
| Currency | Currency used for the order, based on your store settings | Yes (auto-generated) | USD |
| Items | Products or services included in the order. See Products or Services. | Yes | Latte, Croissant |
| Notes | Special instructions or comments | No | No sugar in coffee |
| Service Mode | How the order will be fulfilled (Dine-in, Delivery, Pick Up, Take Away, or Service) | No | Dine-in |
| Discounts | Discounts applied to the order. See Discount Overview. | No | 10% off Latte |
| Customer | The customer attached to the order. See Customer Overview. | No | John Doe |
| Event | The event attached to the order. See Event Overview. | No | Birthday Party |
| Exclude Tax | Whether the order is tax-exempt | Yes | No |
| Subtotal | Total price before taxes and fees | Yes (auto-computed) | $8.50 |
| Total Discount Amount | Sum of all discounts applied | Yes (auto-computed) | $0.85 |
| Total Tax Amount | Sum of all taxes applied | Yes (auto-computed) | $0.85 |
| Total Gift Amount | Gift card amounts applied | Yes (auto-computed) | $0.85 |
| Delivery Fee | Fee for delivery service | Yes (auto-computed) | $5.00 |
| Service Fee | Fee for service provided | Yes (auto-computed) | $2.00 |
| Grand Total | Final amount due for the order | Yes (auto-computed) | $16.35 |
| Total Paid | The amount the customer has actually paid | Yes (auto-computed) | $16.35 |
| Total Refunded | The total amount refunded for this order | Yes (auto-computed) | $0.00 |
| Change | The change given back to the customer | Yes (auto-computed) | $3.65 |
| Paid Status | Whether the order is fully paid, partially paid, or unpaid | Yes (auto-computed) | Fully Paid |
| Refund Status | Whether the order has been refunded | Yes (auto-computed) | Not Refunded |
| Created At | Date and time the order was created | Yes (auto-generated) | 2025-07-10 14:32 |
| Updated At | Date and time the order was last modified | Yes (auto-generated) | 2025-07-10 15:00 |
Order Status Lifecycle
Every order follows a status lifecycle. Here are the available statuses in order:
- New -- The order has just been created.
- Pending -- The order is waiting to be confirmed or acted on.
- On Hold -- The order is paused and waiting for further action.
- Processing -- The order is actively being prepared or fulfilled.
- Ready -- The order is prepared and waiting for the customer.
- Shipped -- The order has been dispatched for delivery.
- Completed -- The order has been fully fulfilled and closed out.
- Canceled -- The order was canceled before completion.
- Closed -- The order has been closed and finalized.
- Voided -- Every line item was voided before payment (a terminal state, distinct from Canceled).
A typical order moves from New through Pending, Processing, and Ready, then ends at Completed. You can place an order On Hold at any point if you need to pause it. Orders that are no longer needed can be marked as Canceled or Closed.
Sharing an Order with a Customer
Open an order and choose Share from its actions menu to send the customer a tracking link. It is the same link your receipts already print as a QR code, so a customer can follow their order whether they kept the receipt or not.
Your phone or tablet opens its usual share sheet, so you can send the link through Messenger, SMS, WhatsApp, email, or anything else installed. On a desktop browser that has no share sheet, you get Copy link and Open link instead.
The link shows live order status — the progress timeline, the items, and any balance due — plus a shortened version of the customer's first name. It does not show your costs, your staff, or anything else about your store.
If you share the link for a canceled order, the page says the order was
canceled and still lists what was ordered and what was paid — useful if the
customer asks about a refund. It never asks them to pay.
Live public status is on for every store by default, and there is no switch for
it in the app today. If it is ever turned off for your store, the link still
works but shows a plain "present this to staff" card instead of live status.
Best Practices
- Double-check order details before completing a sale or booking.
- Use the notes field for special requests or important information.
- Encourage staff to attach customer names for better service tracking.
- Review orders regularly to spot trends and improve your business.
- Use filters to find orders quickly by date, customer, or product.