Send a payment request as the seller
From the seller Orders page, request payment for an eligible order or select multiple orders for a bulk request. Each order must be active, have a buyer email, have a positive amount due, and use a form with selectable payment instructions.
Bulk and bundle requests process each order independently. Review the result for every order because some may be sent while others are skipped or fail.
Standalone Request Payment asks for the current expected order total minus non-overlapping fixed expected payment amounts marked Proof received. A later full-order request replaces earlier full-order expectations, so the same expected amount is never subtracted twice. For example, a $105 order with its original $100 proof marked received produces a $5 request. It does not inspect the proof image, use an on-chain amount, or infer a partial payment. If an active link already exists, Request Payment opens the exact Resend review instead of creating or repricing another link.
Review a seller edit balance before sending
When you edit an order and select Request payment from buyer (sends payment link), EZFormz calculates the updated total minus the total saved immediately before that edit. Review that exact difference and the recipient before saving. Payment proof, on-chain results, order status, accepted credit, and earlier unpaid requests do not alter the edit amount.
The same server calculation controls the total shown in the editor and whether Request payment is available. While it is recalculating, the total shows Calculating… and the request control stays unavailable. The browser does not make a separate estimate.
A screenshot, reference, or crypto transaction is evidence. Proof received records the seller's review without changing an edit calculation or verifying the transfer. It only removes that row's fixed expected amount from a later standalone Request Payment calculation. If the form's optional Auto-mark order Paid when proof is received setting is enabled, the same seller action separately moves a pending order to Paid.
The exact amount preview belongs to the signed-in seller or collaborator who opened it. A changed draft, recipient, permission, invoice, link, or payment obligation makes it stale; recalculate instead of repeating the old confirmation. Proof and on-chain evidence may appear as a warning, but it does not block the action. Sending requires both Manage orders and Message customers.
An existing buyer URL is never silently changed by an edit or another Request Payment action. When a link is active, Request Payment opens Resend and preserves its URL, amount, meaning, and expiration. To request a different amount, clear the unused link, review the updated amount, and create a new request. If the buyer has already revealed payment instructions, use Clear on the balance card before editing so the reserved quote is released first.
Distinguish immediate and seller-sent pay-later orders
The form's Request payment later setting has two timing choices. Send payment link immediately makes the buyer choose an available method on the form, accepts the order through the normal price, stock, coupon, and submission checks, and then redirects that browser to a private bearer-link payment page. That immediate action window lasts 30 minutes. It is a checkout redirect, not a separate seller-sent request email, and the buyer can change to another method that is still available on the private page.
If an immediate link expires, the order remains recorded and its stock or promotion reservations remain in place. Expiry does not cancel the order. The seller must review the unpaid order and cancel it when appropriate or use its current payment actions.
Seller sends payment link later records the order without choosing a final payment method. Use the seller Orders page after reviewing availability, shipping, or the final invoice, then send the full unpaid request described below. Buyer edit requests for pay-later orders also defer the balance method to the private bearer-link page instead of forcing a new payment type into the edit itself.
Understand what the link does
The buyer receives a balance link and chooses an available payment method. The URL is a bearer link: anyone with a valid copy may be able to view order or payment context and, while its actions are active, submit a selection or proof. Do not forward it, publish it, or leave it visible in screenshots or analytics. A new link's action window normally expires seven days after creation. Expired, used, paused, cancelled, and unverifiable payment links return only a generic status without payment instructions. Continue treating every bearer URL as private. If an active link already matches the balance, sending the request again reuses that same link, amount, and expiration instead of creating a duplicate; it is not silently raised to a larger seller-direct request.
The link gives instructions and records the buyer's selection or proof. It does not move money or prove that funds arrived. Verify payment with the actual provider before marking the order Paid.
An email provider can reject the message after EZFormz has created the link. If that happens, the Orders page reports that the order and link were updated but the email was not accepted. Do not interpret a prepared link as proof that the buyer received a message.
On the secure page, EZFormz first reserves the chosen method, its available-use slot, any coupon fee waiver, and the exact amount before revealing payment instructions. A method surcharge can be added to the invoice. EZFormz keeps the link's saved basis—Proof received, previous order total, or accepted credit—so choosing a method changes the amount only by that method's permitted fee. The buyer then supplies the required proof and payment reference or crypto TXID.
An older link says New payment request required
EZFormz blocks an older link if it cannot verify which instructions were approved when that link was sent. This prevents it from revealing unapproved instructions. No payment, proof, or order history has been deleted.
- Open that order on your Orders page.
- On the payment request card, choose Clear and confirm. This disables the old link; it does not erase the order or payment history.
- Choose Request Payment.
- Review the buyer, amount and payment methods, then send the new request.
The buyer must use the new link. Resend cannot unlock the old link. If you are not ready to collect, leave it cleared and send a request later. If Clear or Request Payment reports a conflict, contact support with the order number; do not ask the buyer to use the blocked link.
Manage an active balance card
The red Balance due card provides three actions:
- Upload proof opens the existing private bearer-link payment page so the seller can add the buyer's screenshot or reference through the same balance workflow. It does not create a second link or use the zero-amount + Proof path.
- Resend first shows the current recipient and exact amount, which you must
acknowledge every time before the email is sent. Submitted proof and on-chain results remain visible as informational warnings but cannot block the resend. The email repeats the exact active URL, reserved method, saved amount, and expiration; Resend never recalculates or raises that link.
- Clear voids the unused link and releases its reserved method and coupon accounting. It does not change the order total, add a payment, or change status.
When EZFormz corrects an older link that represented only the last of several approved increases, the balance card says Link amount corrected. The buyer keeps the same URL and expiration, but the private page lists every included increase and requires a fresh review before a method can be chosen or proof can be submitted. No correction email is sent automatically. Resend stays unavailable for that corrected request; use Upload proof to open the unchanged payment page and copy its address, or use Clear to void it before creating a different request.
Once a buyer has reserved payment instructions, do not change the invoice underneath that quote. Clear the active request first, make the order change, and then send a new request. Proof submission does not mark the order Paid; review and verify it normally.
Change or adjust what is due
Use Change Payment to choose another currently available method. EZFormz recalculates the payment surcharge and saved total without sending a message by itself. When buyer notification is selected and a positive amount remains, the Orders page opens the normal reviewed Request Payment flow after saving; an existing active link opens Resend. Existing credit, active edit-balance history, refunds, and settlement guards still apply.
Use Adjust + Send on selected orders for one flat added amount per order. Use Adjust Product Payments to choose a product option and add an amount per matched quantity across current non-archived, non-cancelled orders. Preview first: the reason and quantity math appear for each buyer, and an order with an active payment link is blocked so it cannot acquire a second obligation.
Reduce product prices without sending
Use this workflow only when the saved orders came from Seller sends payment link later and have not received payment, proof, refund, credit, or another durable financial record. A cancelled or archived order, an active payment-method reservation, unreliable saved item identity, missing collect-later history, or an unresolved price-reduction conflict is ineligible. Changing a product's current catalog price does not by itself change an older saved order.
- On the seller Orders page, explicitly select up to 1,000 orders.
- Choose Bulk price changes, select Reduce prices, and add each product or option reduction. The amount is subtracted per matching saved item quantity. Choose either one product-wide rule or option-specific rules for the same product, not both.
- Enter the seller-only reason, then choose Preview reductions.
- Review every Eligible, Ineligible, Reduction conflict, and Stale result. The preview shows the saved total before and after; it does not change an order.
- Choose Apply price reductions and confirm. EZFormz checks the order again immediately before saving it.
Applying a reduction updates each successful saved invoice and its synchronization state. It does not send a buyer email, create a missing payment link, mark an order paid, or send refund money. A Sheet, Airtable, or tax update can finish afterward, so distinguish Saved · Connected services updated, Saved · Connected services syncing, and Saved · Sync needs attention in the result.
The job continues safely if the browser closes. Reopen the same form's Orders page to resume its progress. Only one reduction or reversal job can be active for a form. Cancel job lets the current atomic order finish, keeps reductions already saved, and stops before later candidates; recovery can take about six minutes. A confirmation that expires before Apply requires cancelling that job, waiting for its terminal result, and previewing again.
After a completed or partially applied job, Review payment requests performs fresh permission and order-state checks without sending. Payment review and send require both Manage orders and Message customers. Review every listed buyer recipient, current invoice, submitted evidence warning, exact request amount, and whether an active link will be reused or an expired link replaced. Check the acknowledgment beside each consecutive amount you intend to send; Send acknowledged batch processes only that bounded acknowledged prefix and leaves everything else for a later deliberate batch. Evidence does not block the batch; real order, recipient, quote, link, or concurrent payment-state conflicts still do. Review sent, skipped, failed, and remaining counts after every batch. A collaborator without Message customers permission can finish the price change but cannot replace an expired payment link.
To undo eligible saved reductions, select their successful result rows and choose Reverse selected. Reversal is another audited change, not deletion of history. Orders that changed, received payment, or reserved a payment method are reported as conflicts instead of being overwritten. If a result says Reduction conflict, use the seller review shown for that order; ordinary edit or payment actions do not bypass the hold.
Resolve blocked or changed balances
Cancelled orders cannot receive a request, and cancellation voids an active balance link.
Changing an order can produce a positive, zero, or negative difference. A lower total is shown as a decrease; the edit itself does not create or send a refund. Handle any refund as a separate seller action.
The old automatic Repair this order banner is intentionally not shown. It compared historical orders with current form settings and could mislabel a valid edit-balance order. Repair a real discrepancy only through the current order, payment, and balance actions after reviewing the saved invoice and payment history; do not create a buyer request from a guessed recalculation.
See Edit orders and review buyer requests, Handle refunds and orders on hold, and Resolve payment proof problems.