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.
An initial Request Payment is for a full unpaid invoice. EZFormz blocks it after durable payment or proof history exists, after a payment method is already settled on the order, or when no current payment method is available. Use the order's existing payment and balance actions in those cases.
Review a seller edit balance before sending
When you edit an order and select Request balance, EZFormz calculates a new server preview before Save is available. Review the updated invoice, latest increase, accepted payment credit, exact amount the buyer will be asked to pay, recipient, and any submitted payment evidence that is still awaiting acceptance. The preview appears for every seller-direct request, even when no extra review is needed.
A screenshot, reference, or crypto transaction is evidence, not accepted money. If positive evidence is still unaccepted and the buyer request is greater than the latest positive invoice increase, EZFormz pauses the send. Inspect the evidence, choose the reason it is not being counted, and acknowledge the exact request and increase. This review does not verify, reject, or change the payment; use the normal payment verification tools for that.
The review belongs to the signed-in seller or collaborator who opened it. It normally expires after 45 minutes and can never remain usable more than two hours from first admission. A changed draft, payment, proof, recipient, permission, or invoice makes it stale; recalculate instead of repeating the old confirmation. The action requires both Manage orders and Message customers.
An existing buyer URL is never silently raised to a higher seller-direct amount. An explicit request may update that same active link only after the current amount preview and any required review succeed. Saving without a request, or an automatic change that would raise the amount, voids the link and leaves a seller-review notice instead. 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, but continue treating an expired, used, or voided link as private because it may still reveal order or payment context. 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, and accepted payment credit is subtracted from the amount due. The buyer then supplies the required proof and payment reference or crypto TXID.
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. If submitted positive payment evidence is still unaccepted, choose a reason and review that fresh evidence before resending. A previous acknowledgment or review is never reused. The email then repeats the exact active URL, reserved method, amount, and expiration.
- 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.
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. If buyer notification is selected, it sends a fresh order confirmation and a private bearer link limited to the selected method. 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 syncing, and 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, accepted credit, submitted evidence status, exact request amount, and whether the current link will be reused or 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. Orders requiring evidence review or whose payment state changed cannot be sent from the bulk workflow. 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 alter what is due. A lower total may create a refund obligation instead of a balance, and EZFormz does not send refund money for you. Unresolved legacy refund history can also place the order in refund reconciliation and suppress a new balance link until it is resolved.
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.