Understanding Order Status

Understanding Order Status

Learn what each order status means and how orders progress through fulfillment.

Overview

Every order in ShipBee moves through a defined lifecycle from the moment it syncs from your Shopify store until it reaches your customer's doorstep. Learn the stages and you can tell where an order stands, see when it needs you, and answer a customer accurately. Status indicators appear throughout the dashboard as color-coded badges that provide instant visual recognition of order states.

The status system shows where every order sits in fulfillment. It separates the orders that need you from the ones moving normally. Some statuses indicate routine stages where orders advance automatically, while others flag issues that require your intervention. Knowing the difference lets you focus your time effectively and ensure nothing falls through the cracks.

Each status maps to a specific point in the order journey and suggests specific actions. The normal fulfillment flow proceeds from Pending Offer through Pending Payment to Processing, then In Transit, and finally Delivered. However, orders may branch into issue statuses if problems arise, and understanding how to resolve these situations is crucial for maintaining customer satisfaction.

Normal Order Lifecycle

The typical order follows a predictable path through five main stages. Draft orders sit in your Shopify store and have not been submitted for fulfillment. This status is rare, because most orders sync automatically. Pending Offer indicates the order is awaiting a price quotation from ShipBee. Our team reviews the products and calculates fulfillment costs, typically completing quotes within hours.

Pending Payment means the order has a price quote and is ready for you to approve and pay. This is a holding status requiring your action. Once you click "Pay Order" and complete the transaction, the order immediately advances to Processing. During Processing, the ShipBee team sources the product, conducts quality inspection, and prepares the shipment. Orders are processed within 24 hours upon payment.

When the order ships, status changes to In Transit and a tracking number is added. The package is now with the carrier moving toward the customer's address. Tracking updates appear in the system as the carrier provides them. Finally, Delivered indicates successful delivery confirmation from the carrier. The fulfillment journey is complete, and your customer has received their order.

Issue Statuses Explained

Several statuses indicate problems requiring your attention. Incomplete Address appears when the shipping address is missing critical information such as an apartment number or suite. Ask your customer for the complete address and update the order before fulfillment can start.

Delivery Failed means the carrier attempted delivery but couldn't complete it. Common causes include wrong address, refused package, or customer unavailable after multiple attempts. Contact your customer to verify address details and arrange re-delivery through a support ticket. Shipping Delay indicates unexpected delays during transit. Monitor tracking updates and wait for resolution, or create a ticket if the delay exceeds reasonable timeframes.

Out of Stock means one or more items in the order are currently unavailable in inventory. Wait for restocking (ShipBee will automatically fulfill when stock arrives) or cancel affected items if the delay is unacceptable. Fraudulent orders have been flagged for suspected fraud based on various risk signals. These require manual review before proceeding. Contact ShipBee support for guidance on flagged orders.

Status Badge Colors

Visual color coding helps you quickly assess order states across the dashboard. Green badges indicate positive completed states like Delivered. Blue badges show orders in active progress like Processing and In Transit. Orange/Yellow badges highlight orders awaiting action, such as Pending Payment and Shipping Delay.

Gray badges indicate neutral or paused states like Draft and On Hold. Red badges signal problems requiring immediate attention, including Incomplete Address, Delivery Failed, Out of Stock, and Fraudulent. When scanning your order list, red badges should draw your focus first as they represent orders needing intervention.

These colors appear consistently throughout the application, from the order table to status tabs to detail modals. The visual system is designed to work at a glance, letting you identify problem orders instantly even when scrolling through hundreds of records.