Understanding Order Statuses

Understanding Order Statuses

Know what each status means and what action to take.

Overview

Every order in ShipBee progresses through a defined lifecycle from initial sync to final delivery. Each status indicates the current fulfillment stage and determines what actions are available or required. Understanding these statuses helps you anticipate what's happening with each order, identify when intervention is needed, and communicate accurately with customers about their order progress.

The status system distinguishes between normal progression statuses and issue statuses. Normal statuses indicate routine fulfillment stages where orders advance automatically or await standard actions like payment approval. Issue statuses flag problems that prevent normal progression and require your specific intervention to resolve. Color-coded badges provide instant visual recognition across the dashboard.

Some statuses require action from you, while others simply indicate progress by the ShipBee team. Knowing which statuses need your attention and which are informational helps you prioritize your workflow and ensure nothing falls through the cracks during daily operations.

Normal Order Lifecycle

Orders typically progress through these stages in sequence. Draft indicates an order exists in your Shopify store but hasn't been submitted for fulfillment. This status is rare in normal operations as most orders sync automatically upon creation.

Pending Offer means the order is awaiting a price quotation from ShipBee. Our team reviews the products, calculates fulfillment costs based on sourcing and shipping requirements, and provides a quote typically within hours. No action is required from you during this stage.

Pending Payment indicates the order has received its price quote and is ready for your approval. This is an action-required status. Review the fulfillment cost and profit margin, then click "Pay Order" when ready to proceed. Once payment completes, the order advances immediately.

Processing shows that payment is complete and the ShipBee team is preparing the order. This stage includes product sourcing, quality inspection, packaging, and shipping preparation. Orders are processed within 24 hours upon payment.

In Transit means the order has shipped and is currently with the carrier moving toward the customer's address. A tracking number is available for monitoring delivery progress. Updates appear as the carrier provides them.

Delivered indicates successful delivery confirmation from the carrier. The fulfillment journey is complete, and your customer has received their order. This is the final positive state for successfully completed orders.

Order Status Reference Table

| Status | Description | Your Action Required |

|--------|-------------|---------------------|

| Draft | Order exists but not submitted for fulfillment | None - automatic processing |

| Pending Offer | Awaiting price quotation from ShipBee | Wait for pricing |

| Pending Payment | Quote ready, awaiting your payment approval | Pay the order |

| Processing | Being prepared by fulfillment team | Wait for shipping |

| In Transit | Shipped and en route to customer | Monitor tracking |

| Delivered | Successfully delivered to customer | Complete - no action |

| On Hold | Manually paused from processing | Release when ready |

Issue Statuses Explained

Several statuses indicate problems requiring your attention. These orders cannot progress through normal fulfillment until you resolve the underlying issue.

Incomplete Address (shown as yellow/orange badge) appears when the shipping address is missing critical information such as an apartment number, suite designation, or postal code. Contact your customer to obtain the complete address, then update it using the Edit button in the order detail. Once corrected, the order resumes normal processing.

Delivery Failed indicates the carrier attempted delivery but couldn't complete it. Common causes include incorrect address, recipient not available after multiple attempts, or package refused. Contact your customer to verify address details and coordinate re-delivery. Create a support ticket to work with ShipBee on resolution.

Shipping Delay flags unexpected delays during transit. This might result from customs holdups, carrier capacity issues, or weather events. Monitor tracking updates for progress. If delays exceed reasonable timeframes without updates, create a ticket for investigation.

Out of Stock means one or more items in the order are currently unavailable in inventory. You can wait for restocking (ShipBee automatically fulfills when stock arrives) or cancel the affected items if the delay is unacceptable for your customer.

Fraudulent indicates the order has been flagged for suspected fraud based on risk signals. These orders require manual review before proceeding. Contact ShipBee support for guidance on how to handle flagged orders appropriately.

Issue Status Reference Table

| Issue Status | Problem | Resolution Steps |

|--------------|---------|-----------------|

| Incomplete Address | Missing address details | Contact customer, update address |

| Delivery Failed | Carrier couldn't deliver | Verify address, arrange re-delivery |

| Shipping Delay | Transit delays occurring | Monitor tracking, create ticket if extended |

| Out of Stock | Item(s) unavailable | Wait for restock or cancel items |

| Fraudulent | Suspected fraud detected | Contact support for review guidance |

Filtering by Status

Use the status tabs on the Orders page for quick filtering to specific status groups. Click any tab to instantly filter the order table to show only matching orders. The active tab highlights to indicate your current filter. Tab badges show order counts, updating in real-time as orders progress or issues resolve.

The Issues tab consolidates all problem orders into a single view regardless of the specific issue type. This provides a focused workspace for handling orders needing attention. When an issue is resolved, the order automatically moves out of the Issues tab and back into the normal flow.

For more specific filtering, use the Filter panel to select individual status values. Combine status filters with other criteria like date range or store selection for precise subsets. Filter badges show active criteria and can be individually removed.

Status Transitions

The normal fulfillment flow follows this path:

Draft → Pending Offer → Pending Payment → Processing → In Transit → Delivered

Orders may branch into issue statuses at various points if problems arise. For example, an incomplete address might be detected during processing, moving the order from Processing to Incomplete Address status. Once you correct the address, the order returns to Processing and continues normally.

Some status transitions are automatic (like Processing to In Transit when shipped), while others require your action (like Pending Payment to Processing when you pay). Understanding these transitions helps you know what to expect as orders progress through fulfillment.