Quotes & orders settings

4 min readUpdated 31 Oct 2026Advanced

Use Quotes & orders settings to control quoting defaults, numbering, delivery, stock choices, reviews, discounts, and shared order fields. These choices apply across the store.

The tabs are Defaults, Statuses, Order fields, Fees, and Discounts. Defaults contains Quotes, Numbering, Delivery & stock, and Approval rules.

Before you start

Find the right settings area

Read How Settings is organized.

Check permission

Changes need Manage order and quote settings.

Watch saving

General edits use the save bar. The Reviews switch saves immediately.

Defaults: Quotes

Open SettingsQuotes & ordersDefaultsQuotes.

Control	Default and effect
Show vendor on product template cards	On. Shows the vendor while choosing templates.
Show optional template fields by default	Off. Controls the initial visibility of optional fields.
Require vendor selection	Off. Requires a vendor choice when enabled.
Auto-save quotes after the first save	Off. Saves edits to an already saved quote or unpaid draft after typing stops.
Customers can pay only after payment is enabled on the order	Off. Holds customer payment on new records until enabled.

Auto-save doesn't perform the first save. It doesn't send emails, take payments, or change statuses on its own. See Quote faster.

With the customer payment setting on, Enable payment, a payment request, recording payment, or copying the invoice link can enable payment. Existing paid or payment-requested orders remain payable.

Payments collected by staff aren't blocked by that customer gate. See Collect a payment before using it to control quote readiness.

A shop without email can show a Notifications card here. Where email is available, the relevant switches live under Messages & notifications.

Defaults: Numbering

Open SettingsQuotes & ordersDefaultsNumbering.

Control	Initial setting
Quote & Order numbering	Off, with ORD- as its prefix.
Invoice numbering	Off, with I- as its prefix.
PDF order numbering	Off, with SO- as its prefix.
Prefix	Sets the text before the number for the enabled numbering option.
Next one will be	Previews the next number.
Show a reference after the quote/order number	Off. Adds a short reference printed after the number.
Field name	Names that reference field for staff.

Numbering section with Quote & Order numbering on.

The reference appears on documents, emails, and the portal. Use a label such as Project when it helps staff identify the sale. See the quote and order page.

Defaults: Delivery & stock

Open SettingsQuotes & ordersDefaultsDelivery & stock.

Control	Default and effect
Enable selling when out of stock	Off.
Hide out-of-stock products on POS	Off.
Require a reason to charge or exempt tax	On.
Deposit orders	Off.
Deposit line title	Starts with Deposit for {number}.
Default pickup choice when taking POS payment	Starts with Today, when in stock here (recommended).
Mark only what leaves the store as fulfilled	On.
New admin orders start as	Delivery, with Store pickup also available.
Delivery to customer (days)	Blank, shown as Not set.

Choose the made-to-order destination on each item when selecting Order New. Use Order New and floor stock for that destination and its restrictions.

Delivery to customer (days) accepts whole calendar days from 0 to 3,650. It adds the final store-to-customer part of a Delivery item's lead time.

Store pickup skips that final leg. Leave the field blank when timing is unknown; an order then identifies the missing value. See the delivery promise.

Defaults › Delivery & stock with the Delivery method card and Delivery to customer (days).

Use Take a deposit for deposit orders and pickup and delivery for register handover behavior.

Approval rules

Open SettingsQuotes & ordersDefaultsApproval rules.

Control	What it does
Reviews	Adds Review to the menu and enables the rules below. Saves immediately.
Default review flag	Starts new orders with Requires Review selected.
Require review for all orders	Forces all orders through review.
Review notification emails	Shows Coming soon and isn't an available notification feature.

Approval rules with Reviews on and the Order review card.

Turning Reviews off hides the Review menu and disables its rules. Templates requiring review and custom POS sales can still reach Pending Review; find those from Home.

Follow Set up order reviews for the approval workflow. Hiding its menu isn't the same as removing every reason an order may need approval.

Discounts and shared tabs

Area	What it controls
Default order discount applies to	Starts with Products and fees; Products only is the alternative.
Require a reason for item discounts	On, and applies to POS item discounts.
Statuses	Defines your order stages and customer groups.
Order fields	Defines information collected on an order.
Fees	Holds reusable fee choices.

Use fees and discounts, status setup, and order fields and saved fees for the corresponding tasks.

Example: Harlow & Finch's quoting defaults

Nora Ellis enables quote numbering with HF-, turns on auto-save after the first save, and records 5 delivery days. She enables Reviews and checks the review rules separately.

Sam Ortiz still saves a new quote once before auto-save takes over. He checks the delivery method on Olivia Bennett's Linden Sofa quote rather than assuming the default always fits.

If something goes wrong

The page is View only

Check Manage order and quote settings.

Delivery days won't save

Enter a whole number from 0 to 3,650, or leave it blank.

Review is missing

Check the Reviews switch.

Pending Review appears with Reviews off

Templates requiring review and custom POS sales can still use that state.