Pending Order Approval

Please note: the Order Approval feature is only available for Pro and Advanced plan subscribers.

Did you know that you have the ability to review and approve your customer orders before they go into production? We highly recommend that you take advantage of this feature, as approving orders grants you the ability to make any necessary changes before we submit the order to the lab. Changes may include replacing a selected image with a higher resolution version, adjusting any cropping, or simply fine-tuning the selection to be sure that the product is perfectly aligned with your artistic intentions. 

Upon completing an order, your customer will be notified that the order needs to be approved before going into production; simultaneously, you will get an email notification prompting you to review and approve the order. It is up to you to approve submitted orders quickly so that your customers aren’t kept waiting for orders to be fulfilled.

So, how does it work when you have multiple price lists? Order Approval can be configured for each individual price list. When enabled, the setting will only apply to client orders placed through that price list. This means that orders placed using base lab prices, or through a different price list where the feature is disabled, will not be subject to Pending Order Approval.

Payments for Pending Orders

Payment for the order is always collected at the time that the order is placed. This happens regardless of whether or not Pending Order Approval has been enabled. This means that your clients are charged for the order and pay for the order when they placed the order, NOT after the order is approved. Keeping this in mind, it is important for you to review and approve orders quickly so that your customers are not kept waiting for orders to be fulfilled. 

21 Day Limit on Unapproved Pending Orders

There is a time-limitation on the Pending Order Approval feature, set in compliance with Federal Trade Commission (FTC) guidelines, as well as our payment processor requirements: you have 21 days from the time the order is placed to review and approve it. If not approved in that time frame, the order will automatically be cancelled, and a refund issued back to your customer's original form of payment.

Advanced Editing Options

Additional editing options are available exclusively for Advanced plan subscribers. Click on the links below for more information on these exclusive editing options:

• Pending Order Cancellation
• Image List Import Plug-in for Lightroom from Pending Orders
• Adding / Removing Products and Changing Quantities
• Giving Discounts
• Modifying Shipping Options and Charges
• Adding Boutique Packaging

Setting up Order Approval

Ready to turn the Order Approval feature on for your customers? Great choice! As previously mentioned, Order Approval needs to be enabled separately for each price list.

Please note that Pending Order Approval is enabled by default in all newly created price lists. The steps below outline how to re-enable Pending Order Approval if it has been disabled.

1. If you’re not already, log in to your account. From the top menu, go to Selling.

2. Click Price Lists.

3. Click the name of the price list you would like to edit.

1. Click on Price List Settings. The Price List will be saved and a new page will load.
2. Mark the circle for None to enable Pending Order Approval. Or alternatively, choose one of the other options:
   • All Orders: Choose to disable Pending Order Approval and allow all orders to be automatically approved (not recommended).
   • Vendor and digital downloads: Choose to disable Pending Order Approval just for Partner Vendor Fulfilled product and Digital Download product orders. (Not recommended). Note that Self-Fulfilled product orders will still need your approval.
   • Digital downloads: Choose to only disable Pending Order Approval for Digital Download product orders. Partner Vendor Fulfilled product and Self-Fulfilled product orders will still require your approval.
3. Click Save to apply your changes.

Sort, Change Photo, and Adjust Cropping Before Approval

When your customer places an order, you will receive an email notification which will direct you to the Pending Orders page, where you may view the order or make any necessary changes before approval. Changes may include replacing a selected image with a higher resolution version, adjusting any cropping, or simply fine-tuning the selection to be sure that the product is perfectly aligned with your artistic intentions. Here’s how: 

1. Click SELLING from the main menu within your account.

2. Click Pending Orders from the menu on the left. A page will load with any pending orders listed.

3. Click the order number to view order details. A page will load with any pending orders listed.

Sort

When reviewing multiple orders, it may help to sort products As Ordered, by File Name, or by Title.

Change Photo

Perhaps you’d like to swap out the customer-selected image with a higher resolution version, or one that is properly cropped. To do so, use the Change Photo option on the Pending Order Approval page. Before using this option, you must upload the replacement photo to a Gallery in your account.

1. Select Change Photo.
2. In the pop-up window, select the photo you would prefer, or use the select gallery button to locate the gallery where the photo exists and select the photo there.
3. Choose to Replace for this order only or to Replace original photo.
4. Click Replace when you are finished.
5. The new photo will appear in the area next to the old photo.
6. Once you are satisfied that the order is complete, click Approve Order in the upper left corner. The order will then be sent to the relevant vendors for production.

More of a visual learner? Feel free to check out this video tutorial on how to change and replace a photo in a pending order with a different image.



 

Adjust Cropping

When reviewing an order, you can easily Adjust Cropping to make sure that the final product is perfectly aligned with your artistic intentions, and exactly what your customer expects.

1. Select Adjust Cropping.
2. Set cropping by dragging the orange handles.
3. Click Done when you are finished
4. Click Approve Order once the order is ready to be approved.

Additional information can also be found at the links below.

• Delayed fulfillment message
• Order cancellations
• Issuing Refunds

Please be aware of the following fees and costs when selling products through Zenfolio:

There is a commerce fee of 7% per order (calculated on the order sub-total, excluding tax and shipping) and an additional payment processing fee* (calculated on the order total, including tax and shipping).

*The exact Payment Processing Fee differs based on form of payment and location of seller. There may also be a difference in the Payment Processing Fee if the client is deemed international. Click HERE for more information regarding the fees involved with selling.