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.
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.
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 and Request Balance when more is due.
- Confirm the recalculated total and any payment or refund obligation.
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 sends 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.
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 approved request normally creates or updates one active balance link. Buyer-edit collection is based on the cumulative approved edit difference, not a second charge for the original invoice; accepted follow-up payments and a verified overpayment can reduce it, while refunds recorded Paid reduce retained credit. With no retained accepted money, the amount due is the full applicable updated obligation. Later approved edits keep the same active URL and update its amount. Approve only suppresses the new balance email, but it still reconciles an already-active link. While that edit balance is unpaid, later edits keep the order's historical payment method and the buyer chooses the balance method on the secure payment page. The separate seller Request Payment action is for a full unpaid invoice.
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 still verifies the payment normally.
Unresolved legacy refund history holds settlement and suppresses a new link until the refund record is classified. A same-total change can preserve an existing valid link, while a total-changing change closes it rather than guessing.
Handle a lower total
When the new total is below accepted payment money still retained, EZFormz records a Refund owed obligation. It does not send the money. After refunding outside EZFormz, update the refund card 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.
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, refund, balance-link, notification, and Sheet workflow as manual approval.
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, Cancelled, and any order with a tracking number block ordinary buyer self-edits.