📦 Store Attendant Guide — Shipping Invoice Pending Orders

What is a "Shipping Invoice Pending" Order?

When a customer places an order and selects a shipping method labelled "cost to be confirmed", it means the shipping fee hasn't been calculated yet. The system automatically tags these orders as shipping-invoice-pending and sends you a notification email.

Step 1 — Check Orders Page

You will see the shipping order tagged with "shipping-invoice-pending" and status as unfulfilled as shown below

Step 2 — Pack the Order

1. Pick and pack all items in the order
2. Weigh the packed parcel and note the total weight of each item, you will need this in the next step
   

Step 3 — Calculate the Shipping Cost

1. Click on the order number in the orders page
2. Once you are inside the order, click at the "Create Shipping Labels" as shown below. A new page will open to allow you fill the items weight and select the appropriate packaging box

3. Fill in the weight of each item as shown below.

Before filling the weights the items will look like below

After filling the weights, it will look as below.

Important Notes:

The overall weight of all items cannot be more than 22Kgs as the Australian Post will not allow you to print the shipment label.

You need also to select the package box that matches the weight as shown below.

Please make sure that the net weight at end is the sum of all items's weight and the packaging weight as well. If the final net weight doesn't match with overall actual weight, the cost estimate will not show up 

4. Now you should see the shipping cost estimation at the end of the page. Note down this number as you will use it to send the shipping invoice to the customer

Step 4 — Send the Shipping Invoice to the Customer

1. In the order, click again on the order, and then click on the edit button
2. Click on the "Edit Shipment Fees" to add the shipping cost as shown below

3. Add the shipping fees that you have captured earlier and click done

4. Now you will notice that order will be updated with the shipping cost. Click on "Update Order Button" to send the invoice to the customer.

Step 6 — Wait for Customer Payment

• Monitor the order for payment confirmation
• Once the customer pays, the order status will update to Paid

Step 7 — Print the Shipping Label & Fulfil the Order

1. Once fully paid, generate and print the Australia Post shipping label
2. Attach the label to the parcel
3. Mark the order as fulfilled in Shopify and enter the tracking number
4. Remove or update the shipping-invoice-pending tag if needed

⚠️ Important Reminders

• Never dispatch an order before the shipping invoice is paid
• Always double-check the customer's delivery address before calculating shipping
• If the customer doesn't pay within a reasonable timeframe, follow up via email or phone