Manage orders and fulfilment

#An order brings the purchase together

Open Orders for the purchase itself: the items, customer, total, addresses, payment attempts and fulfilment. Use Payments when you need the evidence for a particular attempt to pay.

One order can have several payment attempts. A retry does not always mean a second purchase, and one customer can have many orders. Always match the order and payment before delivering.

The person, the purchase and the payment

1. CustomerAlex Morgan

   Their history can include many orders.

   alex@example.com
2. Order #1001Design consultation

   One purchase, with its own total and fulfilment record.

   $49.00 USD
3. Payment attemptsOne retry, one purchase

   An order can be paid after an earlier attempt expires.

   Attempt 1: Expired · Attempt 2: Paid

Fulfil the order once. Read each payment attempt if something needs review.

Orders appear from payment links, reusable checkouts and sessions created by your store or the API. Store integrations can send item details, shipping, tax, discounts and addresses. A simple checkout creates an order for its product or plan. Missing details mean the source did not provide them; Railbed does not invent an address or product catalog entry.

#Find the orders that need you

1. Check Test or Live mode. Orders, customers and payments are separate in each mode.
2. Choose a view in Orders, then narrow by Source if you want one store or checkout type.
3. Search for an order number, customer name, email, product, reference, or order/payment ID. Clear filters returns to the broader list when nothing matches.
4. Open a row to review the order. Use Show more to load more results.

The counts on Not fulfilled and Being reviewed stop at 100+. That is a capped count, not a claim that there are exactly 100 orders. Filtered page totals can also show 10,000+.

Filters stay in the page URL, so refreshing or using Back keeps your view. An order link still requires sign-in and the matching account and mode.

#Read an order

The drawer keeps the list behind it so you can move through your work. Use Previous order and Next order, or K and J while focused in the drawer and outside a text field.

• Items and total: products, quantities, variants, discounts, shipping and tax when sent by the source. The order total is what the customer was charged in the order's currency.
• Customer and address: open the linked customer for their wider history. Copy the shipping address when one is present. Addresses are stored as provided; they have not been checked against a postal service.
• Attempts: inspect each attempt to pay. One failed or expired attempt does not undo another attempt that is Paid.
• Settlement: reported USDC receipts describe what reached your wallet. They are different from the order total. See wallet and settlement.
• Timeline: follow the order, payment and fulfilment events in context.

If the drawer warns that the buyer paid more than once, inspect each payment under Attempts. Deliver the intended order once, then agree any duplicate-payment refund with the buyer. Marking fulfilment does not refund a payment.

#Payment and fulfilment are separate

A payment status answers whether the order was paid. Fulfilment records whether you have delivered it. Mark as fulfilled cannot turn an unpaid order into a paid one and does not send money.

Do not treat No shipping as proof that a digital item was delivered. Your business or connected system still handles delivery. Likewise, a fulfilment label alone is not proof of payment.

#Mark an order fulfilled

For an order managed in Railbed:

1. Open the order and confirm Paid. Check the items, customer and delivery details.
2. Deliver the goods or service through your normal process.
3. Choose Mark as fulfilled. To correct the record later, use Mark as not fulfilled.

For several orders, select the rows and choose Mark as fulfilled in the selection bar. You can select up to 100 orders. Railbed checks each order; unpaid orders and orders whose fulfilment is controlled by a store are skipped. Read the result message and review anything that was skipped.

If an order is Being reviewed, choose Review payment and follow the held-payment guide. Do not mark it fulfilled to bypass a payment review.

#Export orders

Choose Export CSV to download orders matching the current filters. The export includes the order number, customer, items, amounts, currency, payment/fulfilment labels and available source details. A selection export downloads the selected orders instead.

Each full export contains up to 10,000 orders. Narrow the filters if you need a smaller set. Keep the currency column with every amount; do not add USD, EUR and other currencies as if they were one unit. Received (USDC) is a separate settlement measure.

Exports contain customer details when available. Store and share them only where you intend to keep those details. Deleting customer data in Railbed does not recall a CSV you already downloaded.

#When something looks wrong

• Understand your customersSee each customer's orders, contact details and private note.→
• Find records across RailbedSearch by order number, email, payment ID or transaction.→