Edit as a seller
Open an order and choose Edit Order to change items, quantities, buyer details, address, shipping, notes, tracking, 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.
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.
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. Check the order's Sheet status or reconcile the integration if that later sync fails.
Existing item rows keep the price saved when the buyer ordered. To use the current catalog price deliberately, remove the old row and add the current product option again. 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.
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 the edit link in their confirmation or My Orders view when the form allows it. Treat it as a private bearer link: anyone who has it 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 request does not change the order until the seller approves it.
- Open the pending request and review the before-and-after item, shipping, contact, note, and total changes.
- Reject it with an explanation, approve it without a new balance email, or choose Approve & Request Balance when more is due.
- 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 received, 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 changing an already-issued link. An existing link keeps its URL, amount, and expiration; another edit cannot replace or reprice it. 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 received 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
The Orders page shows an amber Edit Requested tab only while active orders have pending requests. It filters the list to that review queue.
After approval, use Edits awaiting payment confirmation to find charge-increasing edits whose added payment still needs confirmation. It also includes additions without a payment request and identifies uncertain older histories. See Manage orders and bundles for how this filter combines with status, search, and archive selections.
Open Builder → Settings → Order Edits to control buyer requests:
- Allow customers to request edits is on by default. Turning it off removes the confirmation and My Orders edit actions and blocks new submissions, but existing pending requests remain reviewable.
- Only allow additions or quantity increases 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. 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.