Manually input orders via order entry

Table of contents

• Overview
• Fees
• The workflow
• Personal order mode
• Direct and batch shipping orders
• US customers only
  • Sales tax settings
  • Customer invoice generation
• FAQs
• The takeaway

Overview

In some cases, you may want to manually input orders for your customers—such as for pre-orders, proof cards with paper orders, or replacement orders. The Order Entry feature in GotPhoto allows you to do just that, while supporting fulfillment as if it were placed online.

You can also use this feature to place personal orders for testing or promotional use.

Fees

The service fees for the Order Entry form vary by plan:

• Free Plan: $2 / £0.50 per order
• Growth Plan: $1 / £0.50 per order
• Pro / Pro Plus Plan: $0.75 / £0.50 per order
• Custom Quote

This replaces the standard service fee.

⚠ Important: Payment must be collected outside GotPhoto. Production and shipping are charged as follows:

• North American customers: Billed directly via lab
• UK customers: Billed via GotPhoto monthly invoice

Service fees are charged immediately if over $50, or added to your monthly invoice if below.

Please note: Manual orders require an approved Stripe Express account.

The workflow

To access the Order Entry form, go to Orders → Order Entry.

Click New order to get started:

Personal order mode

[Optional] Use this for orders intended for yourself (e.g., marketing samples). These ship directly to you and do not support batch shipping.

Key limitations:

• Only individual physical products allowed - no packages or downloads
• Backgrounds are not supported
• Please note: Personal orders are not invoiced. This may cause a mismatch between order and invoice numbers. We recommend not using this mode for offline customer orders.

Direct and batch shipping orders

Follow these steps to place an order:

1. Click Start entering… under your chosen shipping type (Direct or Batch).
   
2. Enter the customer’s access code.
   
3. Select products and quantities per image. Hover to access Delete, Cropping, and Background options.
4. [Optional] Use Adjust to change backgrounds for green screen jobs.
   
   
   • Packages are limited to one pose.
   • If products/backgrounds are missing, check your advanced job settings.
   • Only individual downloads are supported; "Download All" is not available.
5. Fill in customer email and billing address in the Summary section.
6. Click Confirm order → Add to order collection.
7. To continue placing orders:
   1. Click Place new order from the confirmation popup.
      
   2. To add more manual orders for the same job later, return to the Order Entry tab and select your order type again. New entries go to the existing open collection.
8. Return to the Order Entry page. Incomplete orders show a warning icon. Click Actions → Edit to fix.
9. Click Review and create orders → Place order(s) now (for direct shipping) or Add to batch (for batch shipping). Orders may be sent to Manual revision if that’s activated.

US customers only

GotPhoto acts as a marketplace facilitator, applying sales tax on direct and batch shipping orders.

In the order entry, you can either let GotPhoto generate invoices (we collect and remit tax) or create your own invoices (you collect tax).

Customer invoice generation

Sales tax settings:

• Batch shipping addresses are used as the default for sales tax calculation.
• If a batch order includes a download, the higher tax rate (billing or shipping) is applied.

Tax and shipping are dynamically calculated at checkout.

When releasing an order collection, choose one of:

• GotPhoto generates invoices: GotPhoto collects/remits tax and includes it in your invoice.
• You generate the invoices: You handle tax collection independently.

Important: GotPhoto always collects tax and generates invoices for Prepay orders manually added to a collector.

FAQs

How can I delete an order collection in the Order Entry?

To delete an order collection in the Order Entry tab, click Actions in the corresponding row and select Delete. Then confirm the prompt to permanently remove the order collection from the page. This action does not cancel or fully delete the order(s). You will still be able to find them by searching for the order number, but you will no longer be able to review or restore the order content. 

The takeaway

Efficiently handle offline and pre-orders with GotPhoto’s Order Entry. The step-by-step process ensures ease of use, with features tailored to your plan and shipping preferences. Ensure your Stripe Express account is approved, and you'll be ready to manage orders seamlessly.