Order Void Approval

4 min read

Order Void Approval adds an owner sign-off step before any staff member can void or cancel an order. When you turn it on, every cancel attempt sends you a push notification on your iPhone with Approve and Deny buttons — so you stay in the loop on every void, even when you are not on the floor.

When to enable it

Turn on void approval if any of these apply to your shop:

  • You have part-time or new staff and want to prevent accidental voids.
  • You operate in BIR Invoice mode and need an audit trail on every voided receipt.
  • You have lost money before to friendly-fraud voids (“the customer changed their mind”) and want a sign-off in writing.
  • You run multiple branches and want to know exactly when and why each void happened.

If your team is just you and trusted family, you may not need it. Leave it off and staff can cancel orders directly, like before.

Turn on void approval

  1. Sign in to dashboard.nom404.com.
  2. Go to Settings and find the Order Void Approval card (shield icon).
  3. Flip Require owner approval to void orders on. That is it — staff must now request approval for every cancel.

Set the offline PIN (recommended)

The offline PIN is a 6-digit fallback for the rare case when your phone is unreachable — dead battery, no signal, in the shower. Without a PIN, staff are stuck waiting until you can respond.

  1. On the same Order Void Approval card, tap Set offline PIN.
  2. Type a 6-digit PIN and confirm it. Pick something a senior staff member can remember, but customers cannot guess.
  3. Tap Set PIN. The PIN is hashed before storage — even Nom404 cannot read it back.

You can rotate the PIN any time (after staff leaves, for example) or remove it entirely from the same card.

Treat the PIN like a key. Only share it with shift leads or senior staff you would already trust to make a call on a void. Anyone with the PIN can approve voids without you.

What staff sees

When void approval is on, the staff app changes the cancel flow:

  1. Staff taps Cancel order on an order card.
  2. They pick a reason (out of stock, customer changed mind, double order, etc.) and submit.
  3. A pending dialog appears with a countdown — “Waiting for owner approval. 4:58.”

The order does not move yet. They wait for your decision (or fall back to the PIN).

Approving from your phone

The moment a request lands, you get a time-sensitive push on your iPhone:

  • From the lock screen: Long-press the notification and tap Approve or Deny. No need to unlock the phone or open the app.
  • Inside the Nom Business app: Tap the notification to jump straight to the order, see the items, the staff member who requested, and the reason — then approve or deny.

Tap Approve and the order voids within a second. Staff sees the dialog close and a “Voided by owner approval” confirmation. Tap Deny and you can add a quick note explaining why (“don't void, talk to me first”) — staff sees the note and the order goes back to its prior status.

The 5-minute timeout

If you do not respond within 5 minutes, the request expires automatically. Staff sees a timeout dialog with two options:

  • Try again — sends a fresh request to your phone (in case you missed the first push).
  • Use PIN — falls back to the 6-digit offline PIN if you set one. They type the PIN and the void completes the same way.

If no PIN is set and you are unreachable, the order stays in its current state and staff has to wait. Set the PIN — it is the difference between “we waited 30 minutes” and “we sorted it in 10 seconds.”

Audit trail

Every void request — approved, denied, expired, or completed via PIN — is logged with the staff member who requested, the reason, who approved or denied, the method (push or PIN), and the timestamp. You can pull this log from the dashboard if you ever need to reconcile.