Manage and confirm orders

​

Manual order confirmation

When an order is pending (for example, waiting for payment or manual processing), you can confirm it manually from the admin portal. This is useful when you’ve resolved a payment issue outside the normal flow, completed manual processing, or the customer has paid via bank transfer.

​

Where to find it

The Confirm action is available in two places:

• Order detail page: Open the order and click Confirm in the actions area
• Subscription page: In the orders table, use the dropdown menu on a pending order and select Confirm

This works for all project types—both plan-based and order-based (dynamic subscription) projects. For projects with Paid payment order confirmation, you may also see Show invoice payment link in the dropdown when the customer can pay their invoice manually.

​

Choose whether to process billing

The confirmation dialog defaults to Confirm only. This confirms the order without creating an invoice or attempting a payment, for example when you have already collected payment separately. For an order-based order with no existing invoice or payment and an available billing method, you can also choose to process billing. The option describes what will happen:

• Confirm and create invoice for a free order or a subscription set to pay by invoice. No automatic payment is attempted.
• Confirm and schedule payment when your project uses a payment delay.
• Confirm and attempt [amount] payment when payment will be attempted immediately.

Choose the appropriate option and click Confirm order. If the order already has an invoice or payment, confirmation keeps it as-is and does not create another invoice or retry the payment. Confirming can also trigger your configured fulfillment actions; review the dialog before continuing.

​

Confirm orders through the API

Use confirmOrder when your integration should confirm an order and process billing if eligible. It queues billing for an order-based order with no existing invoice or payment and an available billing method. Use updateOrder with status CONFIRMED when you only want to update the status without starting billing.

​

Cancel an order after a failed payment

When an order is still pending because its payment failed, you can cancel it from the admin portal. This is useful when the order should no longer be shipped or retried. You can only cancel an order this way when its payment has failed and the order is still pending. Fulfilled or already cancelled orders cannot be cancelled this way. The Cancel order action is available in two places:

• Order detail page: Open the order and click Cancel order in the actions area
• Subscription page: In the orders table, use the dropdown menu on a pending order with a failed payment and select Cancel order

Firmhouse cancels the order, cancels the failed payment, and creates a credit invoice for the failed invoice. If there are no other outstanding invoices or retryable payments, this can also clear the customer’s non-paying status. If the order also exists in Shopify, cancel or update the Shopify order separately.

​

Shopify order cancellations

When an order is cancelled in Shopify, Firmhouse automatically marks the matching order as cancelled too. This keeps the order status aligned between Shopify and Firmhouse, so teams can avoid shipping or following up on orders that were already cancelled in Shopify. Firmhouse only cancels orders that have not already been fulfilled. If the Firmhouse order is fulfilled or already has a fulfillment timestamp, it keeps its fulfilled status.

​

Ship products immediately

From a customer’s subscription page, you can create an order immediately in two ways:

• Use Ship now at the top of the Active products section to ship all active products and pull the subscription’s billing cycle forward.
• Open an individual product’s actions menu and select Ship now to create an order containing only that product. For an eligible recurring product on a non-Shopify subscription, select Move the schedule forward to replace its next recurring shipment or Send an extra shipment to leave its schedule unchanged. With One frequency for all products, the shared schedule can advance when the selection includes all products due to ship together, such as a subscription with one recurring product. Shipping only part of that group creates an extra shipment. Shopify individual shipments always leave the schedule unchanged.

You can ship a product marked Next order only individually in the same way. For Shopify subscriptions, Firmhouse charges the customer through Shopify before creating the order. The confirmation shows which products will be included, whether the customer will be charged, and whether the shipment schedule will change. See View customer subscription details for the steps.

​

Automatic inclusion of one-off add-ons

When orders are created, one-off add-on products are automatically included. These are products that have been added to a subscription with the one-off add-on type.

​

How it works

• One-off add-on products are automatically pulled into regular subscription orders when they’re created
• This happens for both native subscriptions and Shopify contracts
• The products don’t need a shipment date - they’re included whenever the next order is generated
• After the order is created, the one-off add-on is automatically removed from the subscription

​

Order creation

Orders are created in several ways:

• Scheduled orders: When a subscription’s scheduled shipment date arrives, an order is automatically created
• Ship all active products: When you manually pull the subscription’s billing cycle forward
• Shopify billing attempts: When a Shopify subscription contract triggers a billing attempt

In all these cases, any one-off add-on products on the subscription will be automatically included in the order. An individual product’s Ship now action creates an order containing only the selected product. Other pending one-off add-ons are left for the next regular subscription order. Sending a one-off add-on by itself leaves the regular schedule unchanged. For recurring products, the schedule options depend on whether the shipment includes all products that share the schedule, as described above. For Firmhouse-managed prepaid subscriptions, a complimentary Next order only product is added directly to the earliest scheduled order that has not yet been sent to Shopify. The next-order preview continues to show the actual earliest scheduled delivery. The prepaid delivery has already been paid, so products added this way must be marked Free gift or included product. To charge for the product, add it as a one-off product and use its Ship now action to create a separate order. Use the same one-off shipment flow for native Shopify prepaid subscriptions because Shopify already manages their generated deliveries.