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Ship Theory

Ship Theory Integration — Shopify Order Edited Sync (Account Editor)


This guide helps merchants using Ship Theory configure the integration so that Account Editor order edits are always reflected correctly — with no mismatched totals or stale order data sent to Ship Theory.



Step-by-Step Configuration


📋 Step 1 — Enable Manual Payment Capture in Shopify


Set Shopify to hold payment in Authorized state so Ship Theory cannot import the order until editing is complete and payment is captured.


  1. Log in to Shopify Admin
  2. Go to Settings → Payments
  3. Scroll down to Payment capture method
  4. Select "Manually" — Authorize payment at checkout and capture manually
  5. Click Save


⚠️ 7-day limit: Shopify Payments authorizations expire after 7 days. Always capture payment within this window after editing is complete.



📦 Step 2 — Open Channels in Ship Theory


Log in to Ship Theory and navigate to Channels in the left sidebar. The Channels section is where all your connected sales channels are managed.


  1. Log in to your Ship Theory account
  2. On the left sidebar, click Channels





🛒 Step 3 — Open Your Shopify Channel


After clicking Channels, a panel opens showing all connected channels. Click on Shopify to open your Shopify channel settings.


  1. In the Channels panel, locate Shopify in the list
  2. Click Shopify to open its settings



📝 Manage Channels: If Shopify is not listed, click **"Manage Channels" at the top of the panel to add a new Shopify connection. You will need your Shopify store URL and to authorize Ship Theory access.**



⚙️ Step 4 — Configure Shopify Order Preferences


After selecting your Shopify channel, the SHOPIFY ORDER PREFERENCES page opens. Set each field as described below:


  1. Download Fulfillments or Fulfillment Orders? — Select "Fulfillment Orders" from the dropdown
  2. Receive Shopify Orders Automatically? — Select "Yes, Automatically"
  3. Select a Shipment Fulfillment Location — Choose your Shop location from the dropdown
  4. Orders Payment Status — This is the most critical setting. Select "Paid" only:


Status Option

Should You Select?

Authorized

❌ No — orders still awaiting capture

Expired

❌ No — authorization has lapsed

Paid

✅ Yes — select this one

Partially Paid

❌ No — incomplete payment

Partially Refunded

❌ No — already refunded in part


  1. Shopify Order Tags — Leave blank unless you need to filter by specific tags
  2. Click Save to apply your settings



⚠️ Critical: If you leave Orders Payment Status set to Authorized or any other value, Ship Theory will import orders before you have a chance to edit them in Account Editor — resulting in mismatched totals and incorrect shipments.


📝 With **Paid selected, Ship Theory will completely ignore any order still in Authorized status — giving you a clean, uninterrupted window to edit the order in Account Editor before capturing payment.**



✏️ Step 5 — Edit Order in Account Editor, Then Capture Payment


Once setup is complete, follow this workflow for every order:


  1. New order arrives → Payment = Authorized (Ship Theory skips it ✅)
  2. Open order in Account Editor — add or remove items freely
  3. Save / commit your edits in Account Editor
  4. Go to Shopify Admin → open order → click Capture Payment
  5. Payment becomes Paid → Ship Theory imports the final correct order ✅


What happens after this setup:


  • ✅ Correct order total — removed items not counted
  • ✅ Added items appear correctly in Ship Theory
  • ✅ Quantity changes reflected accurately
  • ✅ Shipping method updates supported
  • ✅ No manual correction needed in Ship Theory


✅ Setup complete! Ship Theory will always receive the final, correctly edited order from now on. No more mismatched totals or stale data.



Automate Payment Capture with Shopify Flow


Instead of manually capturing payment on every order, set up a Shopify Flow automation to manage capture while giving you a short review window for normal Online Store orders.


Step 1 — Trigger

A new order is created in your store.


Step 2 — Condition 1: Sales Channel Check

The flow checks whether the order came from the Online Store.
  • If NOT from Online Store (e.g. POS or draft order) → capture payment immediately
  • If from Online Store → continue to the next check


Step 3 — Condition 2: Fraud Risk Check

Shopify's fraud analysis checks the order risk level.
  • If risk level is HIGH → capture payment immediately (review these orders manually)
  • If risk is not HIGH → continue to the next check


Step 4 — Condition 3: Restricted Tag Check

The flow checks whether the order is tagged restricted.
  • If tagged "restricted" → capture payment immediately
  • If not restricted → wait 15 minutes, then capture payment


Flow Summary


Scenario

Action

Order from other channels (not Online Store)

Capture immediately

Online Store + HIGH risk

Capture immediately

Online Store + tagged "restricted"

Capture immediately

Online Store + normal order

Wait 15 min, then capture


📝 Why the 15-minute delay? The wait gives you a short window to review normal, low-risk Online Store orders before payment is finalized. This helps with last-minute cancellations or manual edits in Account Editor before Ship Theory imports the order.



Common Issues & Fixes


Issue

Likely Cause

Fix

Ship Theory imports order before editing is done

Import filter includes Authorized or All statuses

Change import filter to "Paid" only in Shopify channel settings

Orders not appearing after payment capture

Auto-sync disabled or channel disconnected

Check Channels → Shopify → ensure connection is active and auto-import is enabled

Edited order shows old data in Ship Theory

Order was already downloaded before edit

Always edit in Account Editor before capturing payment — Ship Theory picks up the final version on import

Authorization expired before capture

7-day window missed

Capture payment within 7 days of order placement

Shopify channel not showing in Channels panel

Channel not added yet

Click "Manage Channels" at the top of the panel → add Shopify → authorize access



Best Practices


  • Always configure Ship Theory to import Paid orders only — never import All or Authorized orders
  • Edit orders in Account Editor before capturing payment for the cleanest workflow
  • Capture payment promptly after editing — do not let the 7-day authorization window expire
  • Use Shopify Flow automation to reduce manual capture work on routine orders
  • Periodically check your Ship Theory Channels settings to ensure the Shopify connection is active



Need Help?


If orders still don't sync correctly after following this guide, contact Account Editor Support and share:


  • Your store URL
  • Screenshot of Ship Theory → Channels → Shopify settings
  • Screenshot of Shopify payment capture setting
  • The affected order number

Updated on: 08/04/2026

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