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Order Approval

Review and approve orders before they're sent to your ERP​

Where to find it: Orders are automatically flagged for review during checkout if the customer's user group is configured for approval. You'll receive an email notification when orders need review, and can approve or cancel them using the order management interface.

When you'd use this: Use order approval when you need to review orders from specific customers before they're processed—for example, new accounts, high-value orders, or customers with special pricing arrangements. This is a B2B feature.

What you need first:

  • Customer user groups configured with the order approval flag enabled
  • Email addresses configured in Admin → Configuration → Transaction Emails → On Hold Notification to receive alerts when orders need review
  • Administrator permissions to approve or cancel orders

How it works:

When a customer from a user group with approval enabled completes checkout, the order is automatically placed on hold. The order is created with today's date recorded, and an email notification is sent to the configured recipients. The order will not be sent to your ERP system until you take action.

Using it day-to-day:

  1. When an order requires approval, you'll receive an email notification
  2. Review the order details to verify pricing, quantities, and customer information
  3. Take one of two actions:
    • Approve — The order is released and sent to your ERP system for normal fulfilment
    • Cancel — The order is permanently cancelled and will not be processed

Once you approve an order, it enters the normal order processing workflow. Cancelled orders cannot be reactivated—the customer would need to place a new order.

Troubleshooting:

  • Order isn't appearing in the ERP — Check whether the order is still on hold and needs approval. Orders on hold are excluded from ERP synchronization until approved.
  • Not receiving email notifications — Verify that email addresses are configured in the Transaction Emails screen for On Hold Notification.
  • Customer's orders aren't being held — Confirm that the customer's user group has the order approval flag enabled in the group settings.