Your Vendor Dashboard is the source of truth for every The Oblist order, including orders also copied to your connected Shopify.
Sign in at pro.oblist.com → Orders → open the relevant order.
Two rules that do not require an order lookup
If an MTO product order is Paid but its Shipping card still says the delivery quote is awaiting customer payment, do not start production yet. Wait for Shipping confirmed or the explicit green light.
A separate Shipping Quote Order is only the record of a shipping payment. Do not produce, fulfil or track it; operational actions belong on the original product order.
Being over the normal 48-hour rejection window does not automatically make rejection impossible. The current dashboard can still allow an eligible unshipped item to be rejected with stronger confirmation and possible consequences.
Vendor payout is never the release condition for production. If the product order is Paid and its Shipping card says Shipping confirmed/paid/covered, production can begin even though the vendor payout has not been transferred yet. Payout follows delivery and payout eligibility later.
These answers are determined by the visible order type/status and do not require listing the contact's purchases. Never send a seller to returns.oblist.com or a customer order tracker for a production-release or vendor-payout question. The seller does not need to identify a specific order unless they ask the team to investigate a mismatch or verify what happened in one case.
Your first-order checklist
Confirm that you opened the product order—not a separate Shipping Quote Order.
Read the payment badge, each piece's lead time and Ship by date, and the current Shipping card.
Confirm that every piece can be fulfilled. Use Reject Items only as a last resort; use Report a delay when you can still fulfil but need more time.
For made-to-order pieces, confirm that production is allowed to start.
Follow the shipping path displayed on that order: The Oblist label, The Oblist-managed transport, Arta or your own carrier.
Finalize and print the customer invoice, generate the packing slip and add a The Oblist card to the parcel.
Add valid tracking when required, then follow earnings and payout status in the dashboard.
1. Understand the order before acting
A paid product order is already confirmed. There is no separate Accept order button.
At the top and on each item, check:
Payment: Paid, Pending, Refunded or Cancelled;
Delivery: Unfulfilled, In transit, Delivered, exception or another live status;
B2B: a B2B badge and, when available, a Tax ID reminder for customs documents;
Lead time and Ship by: calculated for each piece from its fixed-stock or made-to-order configuration;
Shipping: the action card shown specifically for that seller/order;
Your Earnings: items, shipping, commission, VAT on commission and expected net payout.
“Shipping Quote Order” is not another product order
A row marked Shipping Quote Order contains only a later shipping charge paid for the related purchase. Do not produce, pack, fulfil or add tracking to it as if it were another piece. Return to the original product order for operational actions.
If the order also appears in your Shopify
The Shopify copy can support your ERP and fulfilment workflow, but the Vendor Dashboard remains the reference for shipping requirements, customer communication, invoice, payout and After-sales. Do not manually create a duplicate order if synchronization failed.
2. Know when production can begin
Use the live Shipping state—not only the Paid badge—to decide whether to prepare stock or begin MTO production.
Fixed-stock piece
Keep the sold piece reserved and prepare it according to its Ship by date. Follow the Shipping card before booking a carrier or creating manual tracking.
Made-to-order piece with shipping already paid or covered
Production can begin when the order's Shipping card confirms that delivery is paid, covered or already arranged. Create a short-validity shipping label only when the piece and its final packed boxes are ready.
Made-to-order piece with a deferred/custom shipping quote
A Paid badge on the product order does not by itself release production when delivery is still being confirmed.
Help us price this delivery / your price is with our team: submit or update your normal shipping price and carrier when requested; hold MTO production.
Shipping confirmed: the buyer-side shipping step is complete; production can begin.
Awaiting shipping payment: continue to hold production until the card changes or the team confirms the green light.
For an in-stock piece, keep it reserved while the shipping quote is finalized.
3. If you cannot fulfil—or will be late
Choose the action that matches reality: reject only when fulfilment is impossible; report a delay when the piece can still be delivered later.
Reject Items
The normal rejection window is the first 48 hours after the order. A late rejection can still be submitted for an unshipped item, but the dashboard requires stronger confirmation and penalties or account review may apply under the Vendor Terms.
Only items that are unfulfilled, not already refunded and without tracking can be rejected. On a multi-item order, other unshipped pieces remain selectable.
A rejection made with Reject Items in the Vendor Dashboard automatically initiates the customer refund. Choose whether the unavailable stock should be restocked, provide the real reason and read every fee or warning displayed before confirming.
This is different from refunding or cancelling in your own Shopify: that vendor-side action is only a signal and does not execute the customer refund on The Oblist.
If a prepaid label or active integrated shipment exists, continue in the Vendor Dashboard chat before rejecting so the transport can be cancelled safely.
Report a delay
If the piece can still be fulfilled but its Ship by date is no longer realistic:
select Report a delay on the order;
choose the affected piece;
enter the new maximum ship date and a reason/note;
submit it.
The team reviews the update and communicates with the customer. Other pieces are unaffected. Reopen the order to Update delay if the date changes again.
4. Follow the Shipping card shown on the order
The correct action is determined per order; do not rely only on product weight or category.
What the card says | What you should do |
Help us price this delivery | Submit your normal shipping amount and optional carrier/details. For MTO, wait for confirmation before production. |
Shipping confirmed | Shipping is paid/confirmed. Proceed with production or shipping as appropriate. |
The Oblist arranges this delivery | Keep the piece safely packed or ready; wait for the collection coordination. Do not create a duplicate booking. |
Shipping is handled / Get my shipping label | Confirm the boxes as they will actually ship, including padding. Then request the label. |
Your label is ready | Download the label and follow the displayed pickup or drop-off method. Tracking starts from the carrier scan. |
Your label needs a quick check | Wait for The Oblist, or explicitly cancel that request and choose to ship yourself. |
Ship with your own carrier / You're shipping this one | Book your carrier and add tracking once dispatched. |
Arta quotes / payment / active shipment | Follow the displayed Arta step. Do not add a parallel manual shipment while it remains active. |
For free-shipping orders, an Oblist label may show its cost before booking and deduct that amount from your payout. For buyer-paid shipping, the collected amount or confirmed funding is shown on the order. Always rely on the exact card for that transaction.
When entering parcel details, describe the boxes as they leave your studio—not the assembled product. Use one line per actual box. More than ten parcels requires team review.
5. Prepare the three required parcel documents/items
Before dispatch, every parcel must contain:
Finalized customer invoice
The platform generates a Draft invoice.
Use Edit Invoice only if VAT, dates or other editable fiscal details need correction.
Open Preview, verify it, select Validate, then print/download the finalized customer invoice.
This is not the commission invoice found under Payments.
Packing slip
From the product order, select Generate Packing Slip.
Select the pieces included in that parcel.
Review the customs descriptions and HS codes; generate or correct missing codes before printing.
The Oblist card
Place one The Oblist card inside the package as required by the Vendor Terms.
If you need more cards, request them in the current Vendor Dashboard chat. If you have reached zero and a customer parcel is ready, do not delay dispatch solely for the card: ship without it and request an immediate refill for future orders. See Request more The Oblist cards.
For a B2B order, also use the Tax ID shown by the dashboard where the carrier/destination requires it on the label, commercial invoice or customs documents.
6. Add tracking correctly
The tracking action depends on whether The Oblist manages the shipment, you use your own carrier or you fulfil the synced Shopify order.
The Oblist integrated shipment or label
Do not create another shipment or add parallel manual tracking while an integrated shipment is active. Download the available documents and follow the pickup/drop-off state. Tracking normally appears after the first carrier scan.
Your own carrier
Once the parcel has actually been dispatched:
choose Add tracking;
select the carrier when available;
enter the tracking number—not a complete tracking URL;
apply it to all unfulfilled items or select the exact pieces in that parcel;
save.
Use + add another tracking number for multiple packages. The complete tracking list can be edited up to three times per item; after that, continue in chat for a reviewed correction. Use Refresh Tracking when carrier data exists but the displayed status is stale.
Connected Shopify
You may fulfil the synced order in your Shopify. Carrier/tracking data should return to The Oblist. Verify that it appears on the Vendor Dashboard; if it does not, provide both order references, tracking, fulfilment time and screenshot in chat instead of creating repeated fulfilments.
See How to fulfill your orders and Adding tracking numbers and shipping outside the integrated service.
7. Use customer details only for fulfilment
The order provides the delivery information required by the carrier. Some identity fields are masked until you select Reveal, then hide again automatically.
Use the relay email and phone only for carrier/fulfilment coordination.
Do not contact the buyer directly for commercial, cancellation, refund or support discussions.
Continue in the Vendor Dashboard chat; The Oblist manages customer communication.
8. Follow earnings and payout separately
The order's Your Earnings card shows the transaction calculation. Open View full payment details or the Payments section for the eligibility state.
Order acceptance or dispatch does not make a payout immediately payable. Delivery confirmation, tracking, the applicable post-delivery window, After-sales/refund holds, DAC7 and payment-account status can all affect it. Ready for payout is not the same as Paid.
9. After delivery
Returns, claims, returned parcels and credit notes are managed under After-sales. Follow the case status there and keep all customer communication with The Oblist.
When to use Vendor Dashboard chat
Continue in the current chat when:
the Shipping card is unclear or contradicts the order status;
a confirmed booking has no label;
a mapped Shopify order or fulfilment is missing;
an active shipment must be cancelled before rejection;
invoice validation, tracking, payout or customer information returns an error.
Include the order number, affected piece, exact Shipping/status text, tracking or shipment shortcode when relevant, and a screenshot. Never send Shopify credentials or customer data outside the dashboard.