Store Setup

BASE Basics: A Usage Manual for Your Admin Dashboard

#BASE #how to use #admin dashboard #order management

Sep 21, 2026

Read time: approx. 6 min

Leap Editorial Team

A team of e-commerce business experts

BASE Basics: A Usage Manual for Your Admin Dashboard

Quick Overview: The Next Wall After You've Launched Is Operations

Getting your BASE shop published is one thing, but once your first order actually comes in, plenty of sellers hit a wall of practical questions: How do I send a shipping notification? When and how does my sales revenue actually get paid out? This guide is for anyone who just opened their shop and is still finding their way around — covering how to read the admin dashboard, the order management flow, how to request a payout, and how to manage your shop on the go with the "BASE" mobile app.

Reading Your Dashboard

The page that loads when you log into BASE is your dashboard. It gives you an at-a-glance view of your shop's current status — new order counts, revenue trends, and other information worth checking first thing each day. The left-hand menu gives you access to sections like Orders, Products, Design, Apps, and Sales — getting comfortable with that menu structure is the first step toward running your shop smoothly.

From Order Management to Marking Orders as Shipped

When an order comes in, it appears in the "Orders" section of your dashboard. The order detail screen lets you check the purchased product information, buyer details, and shipping information.

Once you're ready to ship, check the relevant product and select "Mark selected products as shipped." You'll see fields for the carrier name, tracking number, and a message to the buyer — all of these are optional. Once every item in an order has been marked shipped, the order's overall status automatically switches to "Completed," and that's when the shipping notification email goes out to the buyer. If you're only shipping part of a multi-item order, the order stays in "In Progress" status until the remaining items are also marked shipped. Note that BASE's guidance advises against marking an order "shipped" before you've actually shipped it.

If you want to include a message with your shipment, you can pre-register up to five message templates using the "message template" feature. That saves you from typing out similar wording every time, and pays off once your shipping volume picks up.

How to Request a Payout

Once you've shipped an order and its status becomes "Completed," the amount — after processing fees are deducted — is credited as sales revenue on your "Sales" screen. Note that this happens when the order status changes after shipping, not the moment the order comes in. To actually get that money into your bank account, you need to submit a "payout request." The amount you receive is the order total minus BASE Easy Payment's processing fee and service usage fee.

Once you submit a payout request, funds are typically transferred to your designated account within 10 business days (excluding weekends and holidays). If you need funds sooner, there's an "express transfer" option that gets funds to you as early as the next business day for a 1.5% fee on the requested amount — though it isn't available for your very first payout request, or for a bank account you haven't used for a payout before. For shops meeting certain conditions, there's also a "fastest transfer" option that gets funds to you in as little as 10 minutes, available 365 days a year including weekends and holidays, for a 3% fee on the requested amount. Keep in mind that a flat ¥250 transfer fee applies to any payout, and a separate ¥500 administrative fee applies if the payout amount is under ¥20,000 (no administrative fee applies at or above ¥20,000).

Payout requests have a clearly defined deadline: the cutoff is the end of the month in which an order's status changed to "Completed," and the deadline to request a payout is the end of the month six months after that cutoff. Miss it, and the corresponding sales revenue expires. BASE does notify you through your dashboard and registered email as the deadline approaches, but it's worth building a habit of requesting payouts regularly for peace of mind.

Managing Your Shop On the Go With the "BASE" App

If you're often out during the day with limited time in front of a computer, the dedicated shop-management mobile app called "BASE" is worth using (formerly known as "BASE Creator"). Available for both iPhone and Android, it lets you handle the main operational tasks — registering and editing products, checking orders and sending shipping updates, and checking how your shop is selling — entirely from your phone.

One feature unique to this app is a push notification to the shop owner's phone whenever a new order comes in. That means you can catch new orders immediately even while you're out, which helps avoid the situation where you don't notice an order until you're already behind on responding to it. The actual shipping work still needs to happen at home or wherever your inventory is, but for checking order status or making minor product edits, the app alone often gets the job done from anywhere — which makes it a genuinely useful tool for anyone running BASE as a side business or a small operation.

FAQ

Q. Can I customize the wording of shipping notification emails?

A. The message template feature lets you pre-register several messages to include with your shipments. That cuts down on retyping while still letting you choose wording appropriate to the situation.

Q. How often should I submit payout requests?

A. Payout requests have a deadline — the end of the month six months after the month in which an order's status changed to "Completed." Miss it, and that revenue expires. It's worth building a habit of requesting a payout either every time you have sales, or on a fixed schedule like once a month, for peace of mind.

Q. Can I run my shop with just the "BASE" app and no computer?

A. The main tasks — editing products, checking orders, sending shipping updates, checking sales — can all be done from the app alone. That said, some tasks, like fine-tuning your page design, can be easier to handle from the full dashboard on a computer. A practical approach is using the app for on-the-go checks and quick responses, and the computer for deeper work.

Summary and Key Takeaway

Day-to-day operations on BASE come down to a simple cycle: check your dashboard, handle shipping when orders come in, and request a payout once revenue builds up. That said, not knowing the finer details — how the shipping status flow actually works, when payout requests expire — is an easy way to trip up unexpectedly. Getting comfortable with the "BASE" app means you can keep a hand on the wheel even while you're out, which makes running a shop as a side business or a small operation much more sustainable.

That said, handling day-to-day orders, inventory, and customer support all on your own gets heavier as your shop grows. Leap offers an AI E-Commerce Agent that supports building and running an e-commerce site entirely through conversation with AI. If you'd like to lighten the day-to-day operational load, take a look at what Leap offers.

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