Guides navigation
Getting Started
Booking & Order Forms
Scheduling
Orders & Clients
Invoicing & Payments
Media Delivery
Property Websites
Client Portal
Integrations
Team Management
Analytics & Growth
Account & Settings

Managing an Order

Edit a booked order in Spatiko — add or update line items, apply a discount or travel fee, leave notes, resend the confirmation, and cancel or archive.

Last updated

An order isn’t frozen the moment it’s booked. Whether it came in through an order form or you created it by hand, you can keep editing it as the job takes shape — scope changes, the client adds a twilight shoot, you agree on a discount. Everything below happens on the order itself.

Editing line items

Line items are the services and packages the client booked, each with a price. After booking you can add, remove, or update them:

  • Add items from your catalog, or drop in a one-off custom line with your own name and price for anything that isn’t in your catalog.
  • Change quantities or variations on an item, and override the catalog price when a job needs a special rate.
  • Remove items that are no longer part of the shoot.

The order total recalculates as you go, so the client always sees what they’ll actually owe.

A session's line items in edit mode: inline price and quantity controls on each item, a package's included services, and a one-off custom line added alongside the catalog items.

Discounts and travel fees

Apply an order-level discount — either a percentage or a flat amount — to the item subtotal. The discount comes off before any travel fee is added.

For travel, you can set a specific travel-fee amount on the order, or rely on the photographer’s distance-based estimate. For how those estimates are calculated and where to configure them, see travel time and fees.

The Invoice Summary card: subtotal, an editable discount and travel fee, the total, and what's been paid — alongside the balance and payment actions.

Order notes

An order holds three kinds of notes, each with its own audience:

  • Internal notes — private to you and your team.
  • Client-facing notes — visible to the client.
  • Access instructions — how to get into the property, so whoever shoots it isn’t locked out.
Notes on the order: Access and Internal are filled in; Client-facing hasn't been added yet, so it shows up in the Add note menu instead of an empty box.

Resending the confirmation

You can (re)send the client the order confirmation email at any time. It includes the schedule, address, services, payment status, and a receipt/invoice PDF, plus an optional personal note. It only sends when the client has an email on file, and it can’t be sent for a cancelled order.

The Send order confirmation dialog: the client it'll go to, and an optional personal note shown at the top of the email.

Payment status

Every order tracks its payment status — unpaid, awaiting payment, partial, paid, overdue, refunded, or partially refunded. For recording payments, invoices, and pay-to-download, see getting paid.

Scheduling

Sessions — booking, rescheduling, reassigning photographers, and adding a second shoot to one order — all live on the calendar. See managing shoots for how that works.

Cancelling vs. archiving

These do different things:

  • Cancelling marks the order as won’t-happen. It’s a final stage that keeps the order and its history on file, though its scheduled sessions are cleared from the calendar. See the order lifecycle for how stages fit together.
  • Archiving is separate from status. It moves an old order out of your active list without touching its history, and you can unarchive it any time. Use it to keep your working list clean once a job is well and truly done.
The status menu offers Cancel order directly; Archive order stays disabled until the order is in an archivable payment state. The Cancel order dialog captures a reason, an optional refund, and who gets notified.

Archived or cancelled, the order stays in your history and on the client’s record.