Fulfilling Orders
Learn how to ship orders, add tracking information, and mark orders as complete.
When a fan buys a physical product from your store, you are responsible for getting it to them. Fulfilling orders means packing, shipping, and letting your fan (and TribeNest) know that the order is on its way.
When to Fulfill an Order
You should fulfill an order once it shows a status of Paid. This means payment has been received and the order is ready to be shipped.
Digital products
Digital product orders are fulfilled automatically. Fans receive their download link immediately after purchase. You do not need to do anything for digital orders.
How to Fulfill an Order
- Go to Store then Orders in your dashboard.
- Find the order you want to fulfill. You can filter by Paid status to see only orders that need shipping.
- Click on the order to open its details.
- Review the items ordered and the shipping address to make sure everything is correct.
- Pack and ship the order using your preferred shipping carrier.
- Back in TribeNest, click the Mark as Fulfilled button on the order.
- Add the tracking number and shipping carrier if available.
- Click Confirm to complete the fulfillment.
The order status will change to Fulfilled, and the customer may receive a notification that their order is on its way.
Adding Tracking Information
Providing a tracking number is optional, but highly recommended. It helps your fans:
- Know when to expect their package
- Track the delivery in real time
- Feel confident that their order is being handled
When marking an order as fulfilled, you can enter:
- Tracking Number — The number provided by your shipping carrier.
- Shipping Carrier — The company shipping the package (e.g., USPS, UPS, FedEx, Royal Mail, DHL).
No tracking number?
If you are shipping without tracking (for example, standard letter mail), you can still mark the order as fulfilled without a tracking number. Just note that fans may reach out to ask about their order status.
Fulfilling Multiple Items
If an order contains multiple physical items, you fulfill the entire order at once. Pack all the items together (when possible) and mark the whole order as fulfilled.
Tips for Smooth Fulfillment
Ship Promptly
Try to ship orders within a few business days of receiving them. Fast shipping leads to happy fans, great reviews, and repeat customers.
Use Quality Packaging
Protect your products during shipping. Use appropriate packaging materials — bubble wrap for fragile items, rigid mailers for posters, and sturdy boxes for heavier products.
Communicate with Your Fans
If there is a delay with an order (maybe you are waiting on stock or dealing with a shipping issue), reach out to the customer. A quick message goes a long way in keeping someone's trust.
Shipping costs
Make sure your product prices account for shipping costs, or set up shipping fees in your store settings. Underestimating shipping costs is one of the most common mistakes new sellers make.
Handling Order Issues
Wrong Address
If you notice a shipping address looks incomplete or incorrect before shipping, try to contact the customer before sending the package. It is much easier to fix an address before shipping than to deal with a returned package.
Damaged or Lost Items
If a customer reports that their order arrived damaged or never showed up, work with them to find a solution. Depending on the situation, you may want to send a replacement or offer a refund. Great customer service turns one-time buyers into lifelong fans.
Cancellations
If you need to cancel an order before fulfilling it, you can update the order status accordingly. Always communicate with the customer about why the order was cancelled and process any necessary refunds.