Order Management

Overview

The Orders page is where you manage every order your store receives. From here you can search and filter orders, move orders through each delivery status, process refunds, export data, and access detailed breakdowns for individual orders.

Orders are created automatically when a customer completes checkout on your storefront. You can also create orders manually for phone orders, walk-ins, or re-creating a cancelled order.

Status Summary Badges

Coloured badges at the top of the page show a live count for each order status. Only statuses that currently have orders appear.

Order Status Lifecycle

Every order moves through a series of statuses from the moment it is placed until it is closed. Each status change triggers specific actions behind the scenes. Here is exactly what happens at every step.

The Normal Flow

Most orders follow this path from start to finish:

What Happens When You Change the Status

Cancelling & Refunding

Orders can also leave the normal flow at several points. Here is when you can cancel or refund, and what happens to your stock:

What You Can Edit at Each Stage

How much of an order you can change depends on where it is in the lifecycle:

Search & Filters

The filter bar sticks to the top of the page as you scroll. Changes apply instantly — no need to press a Search or Apply button.

Search

Type any part of an order number, customer name, customer email, or product name. When you search for a product name (e.g. "Blue Dream"), DabDash returns every order that contains an item matching that name. Matched items appear expanded under each order row so you can see exactly which line items matched your search.

Status filter

Select a single status to see only orders at that stage — useful for working through your Pending queue or reviewing all Refunded orders in one view.

Date range (From / To)

Filter to a specific period. Use this for end-of-day reviews, weekly reporting, or finding orders placed during a promotion. Leave one date blank to filter from a start date without an end limit, or vice versa.

Per-page

Choose how many orders to show per page — 20, 50, 100, or 200. Larger pages mean fewer clicks but longer load times on very busy stores.

Save / Clear filters

Click the funnel icon next to the per-page selector to save your current filter combination. Saved filters are remembered in your browser and restored automatically on your next visit. A green funnel means filters are saved; a yellow icon means unsaved changes. Click Clear to reset all filters and remove any saved preset.

Clear

Appears when any filter is active. Click it to reset all filters and return to the full list.

All filters are preserved when you sort the table — changing the sort column does not reset your search or date range.

Live Mode

Click the Live toggle in the filter bar to turn on real-time order monitoring. When Live Mode is active, a pulsing green dot appears next to the button and DabDash polls for new orders automatically.

When a new order arrives, a toast notification slides in showing how many new orders are waiting. Click Refresh on the toast to reload the list with the new orders, or Dismiss to acknowledge without reloading.

A sound alert plays when new orders arrive (if your browser allows audio). Live Mode is ideal for busy stores that want to react to incoming orders without manually refreshing the page.

Exporting Orders

Click Export CSV in the filter bar to download a spreadsheet of your current filtered view. If you have active filters (status, date range, search), only matching orders are exported. Clear filters first if you want your full order history.

The CSV includes: order number, date, status, customer name/email/phone, zone, subtotal, discount, delivery fee, service fee, tax, total, payment method, payment status, and a summary of items ordered. Use this file for accounting, staff handovers, or reporting.

Order List & Sorting

The table shows 20 orders per page by default (adjustable via the per-page selector in the filter bar). Click any column header with an arrow icon to sort by that column. Click again to reverse the direction.

Bulk Actions

Select multiple orders at once to update their status in bulk — saving time when you confirm, prepare, or deliver a batch of orders.

1. Check the box on one or more rows to select those orders. Use the checkbox in the table header to select all orders on the current page.
2. A dark panel slides up from the bottom of the screen showing how many orders are selected.
3. Choose a status from the dropdown (e.g., Mark Confirmed).
4. Click Apply. All selected orders move to that status.

Cancelling in bulk — a confirmation prompt appears before any orders are cancelled.

Refunding in bulk — a Refund Options panel appears (see Refund Options below) so you can choose how to handle inventory and loyalty points before confirming.

Refund Options

When you mark an order as Refunded — either from the bulk actions bar or from inside the order detail — two options appear:

Return inventory

Tick this if the customer physically returned the products. DabDash adds the quantities back to your stock. Leave it unchecked if the customer keeps the items (e.g., a goodwill refund).

Refund with loyalty points

Tick this to credit the equivalent order value as loyalty points to the customer's account instead of — or in addition to — a cash refund. This option is only available if the Loyalty Points feature is active on your account.

Once a refund is processed, the order's detail page records which options were chosen so you have a permanent audit trail.

Order Detail Page

Click any order number to open the full order detail. This page is split into a main column (items and discounts) and a sidebar (customer, address, delivery slot, and status controls).

Items & Totals

Lists every product ordered with its quantity, unit price, any discount applied (Mix & Match, coupon, or freebie), and the line total. The totals section below the table shows the full price breakdown: subtotal → discounts → delivery fee → service fee → tax → Total. A green savings bar appears when there are any discounts.

Discount Breakdown

When any discount was applied, a separate card breaks it down by type:

• Mix & Match — shows each group name, quantity requirement, and per-item savings.
• Promo Code — shows the code used, discount type, and per-item savings.
• Free Items — lists each freebie with its original price crossed out.
• Loyalty Points — shows points redeemed and the dollar value credited.

Customer Details

Name, email, and phone number. If the customer has a registered account, a link icon opens their full profile and order history. If the customer uploaded an ID photo at checkout, a secure link to view it appears here.

Delivery Address

The full address the customer entered at checkout, including any delivery notes they left. A map icon links directly to Google Maps for that address.

Delivery Slot

The day and time window the customer chose (e.g., Tuesday 10:00 AM – 2:00 PM). Use this to plan your delivery run and assign drivers.

Update Status

The status dropdown only shows valid next steps for the current order status, following the lifecycle: Pending → Confirmed → Preparing → Out for Delivery → Delivered → Completed. Select a new status and click Update Status. Refund is available from the Confirmed, Preparing, Out for Delivery, and Delivered states. When you select Refunded, the refund options (return inventory, loyalty points) appear before you confirm. Once an order is already Refunded, the card shows a summary of the refund decisions that were made.

Invoice & Packing Slip

Two PDF documents are available from every order detail page:

Download Invoice

A customer-facing document showing your store's logo, order number, date, itemised products, discounts, and totals. Send this to the customer for their records or for expense purposes.

Packing Slip

A lightweight document for your order prep and delivery team — shows the order number, customer name, delivery address, and list of items to pick and pack. Print one per order and include it in the bag.

Creating an Order

Click the Create Order button next to the status badges at the top of the Orders page. Use this for phone orders, walk-ins, or re-creating a cancelled order.

Step 1 — Add Products

Type a product name in the Add Product search box. Matching products appear with their photo, pricing type badge, and stock level. Products with weight or unit variations (like 1g, 3.5g, 7g) expand inline so you can pick the exact size. Click the + button to add it.

Each line item shows the product name, variation, quantity, price, and line total. You can change the quantity or override the price directly in the table. Click × to remove an item. The subtotal recalculates instantly as you make changes.

Step 2 — Set the Customer

Under Link to customer, search for an existing customer by name, email, or phone. When you select one, DabDash fills in their name, email, phone, and their most recent delivery address automatically. The customer pill shows their name and lifetime spend.

Leave the search empty for a guest order — type the customer's details into the Name, Email, and Phone fields manually.

Step 3 — Enter the Delivery Address

Start typing an address — Google autocomplete suggests matches as you type. Selecting a suggestion fills the city, province/state, and postal code, and verifies the coordinates. A green Address verified badge appears when the location is confirmed.

DabDash auto-detects the matching delivery zone from the address. The zone's delivery fee and service fee are applied automatically. You can override the zone or fees if needed.

Step 4 — Review Totals & Submit

The Order Totals card shows: subtotal (from line items), delivery fee, service fee, discount, tax, and the final total. Every field except subtotal is editable — adjust the delivery fee for a loyal customer, add a manual discount, or set the tax amount.

Add any Internal Notes (visible only to your team — not shared with the customer). Use this for the reason the order was created manually, special handling notes, or driver instructions.

Click Create Order to save. The order starts in Pending status — move it through your normal workflow from there. No stock is deducted until you confirm the order.

Editing an Order

Open any order's detail page and click Edit Order to modify it. Orders can be edited while they are in Pending, Confirmed, or Preparing status. Once an order is Out for Delivery or later, only delivery notes can be changed.

What You Can Change

Add or remove products

Use the product search to add new items, change quantities on existing ones, or click × to remove a line. Freebie items show a badge and cannot be edited — they were added automatically at checkout.

Update customer details

Change the name, email, or phone. You can also re-link to a different customer or switch from a guest order to a registered customer.

Change the delivery address or zone

Type a new address or pick from the customer's saved addresses. Changing the zone updates the delivery and service fees automatically.

Override fees, discount, or tax

All fee fields update the total in real time.

Stock Adjustments on Confirmed Orders

If the order is Confirmed or Preparing, stock has already been deducted. An amber banner at the top of the page warns you.

When you save changes to line items, a confirmation dialog appears listing every stock adjustment. For each change you choose whether to apply it:

• Removed an item — choose to return its stock to inventory, or leave it deducted (e.g., product was already given away)
• Reduced the quantity — choose to restore the difference back to stock
• Increased the quantity or added a new item — choose to deduct the additional stock

Customer Notifications

When you save material changes (adding, removing, or changing items or prices), the customer receives an email summarising what changed. Internal notes are never shared with the customer.