Mark an order as paid or capture a payment

Both actions sit on the order’s payment card, in the Dashboard and in StoreFleet: Inventory Sync. They only appear when they apply to the order. Both are Admin only: in the Dashboard, and in Multi-Store Sync once your workspace has an Admin, they wait for an Admin to approve them on Approvals. If nobody in your workspace uses the Dashboard yet, so there is no Admin, Multi-Store Sync writes them to Shopify right away.

Mark as paid

Use this when the customer paid outside Shopify, for example cash on delivery or a bank transfer. It shows on a pending or partially paid order that is not cancelled.

1. Open the order.
2. On the payment card, click Collect payment → Mark as paid.
3. Confirm with Mark as paid.

• In Multi-Store Sync (Shopify admin) the dialog says a manual payment of the outstanding amount will be created. Once your workspace has an Admin, you see Sent for approval. An Admin approves it in StoreFleet Dashboard → Approvals. Without an Admin, it is written right away and you see Order marked as paid.
• In the Dashboard (needs the Admin or Manager role) the dialog Mark as paid? warns that this can’t be undone. You see Sent for approval — an Admin approves it in Approvals, with View in Approvals. Nothing is written to Shopify until an Admin approves it.

Capture a payment

Use this when the payment was authorized but not yet taken.

In Multi-Store Sync (Shopify admin):

1. On the payment card, click Capture payment.
2. Check the Amount. The dialog shows how much is available to capture.
3. Optionally add a Reason.
4. Click Capture. Once your workspace has an Admin, you see Sent for approval. An Admin approves it in StoreFleet Dashboard → Approvals. and nothing is captured until an Admin approves it. Without an Admin, the payment is captured right away and you see Payment captured.

In the Dashboard (needs the Admin or Manager role):

1. On the payment card, click Capture payment.
2. Enter the Amount to capture, or leave it blank to capture the full authorized amount.
3. Optionally add a Reason.
4. Click Send capture request.

You see Capture request sent — waiting for an Admin to approve. Nothing is captured until an Admin approves it, even when an Admin sent the request. Captures and marking as paid are always Admin only and cannot be relaxed. A capture an AI agent asks for waits for an Admin the same way. See Approve or reject a change.

What you cannot do here

• Mark an order as paid that is not pending or partially paid.
• Capture more than the order’s total.
• Undo either action.