Quotes, drafts and orders

How it works

Save as Draft keeps unfinished work in OrderPilot. It does not create a matching Shopify record, and it does not require a customer.

Create Quote and Create Order create a Shopify draft order. That is a saved sale in Shopify, but it is not yet a placed Shopify order.

Collecting payment, or using Create order (pay later), turns the Shopify draft into a Shopify order. How OrderPilot syncs with Shopify explains that connection.

1. 1DraftSave unfinished work in OrderPilot. Shopify has no matching record.
2. 2QuoteSave the customer's proposed sale. Shopify holds a draft order.
3. 3Placed orderCollect payment or place the order for later payment. Shopify holds an order.
4. 4DeliveredFollow the sale through fulfillment and the final customer handover.

This flow shows a common sale. You can also start with an order when the customer has already agreed to buy.

The Mark as quote checkbox sits in Quote settings or Order settings. It changes the record's type in place, without taking you to another address.

Use a quote while you are preparing an offer for the customer. Use an order for an agreed sale, then check whether it still needs placing in Shopify.

Where you'll see it

The Quotes and Orders lists separate the record types. On Shopify POS, the Orders & Quotes tile gives staff access to those records.

The page title begins with Quote or Order, followed by the available number. The same sale can therefore acquire a different displayed title as it progresses.

Read the header alongside The quote and order page. Its status and payment information answer different questions from the quote or order type.

Once an order number replaces the draft name, the old name remains beside it. Both numbers find the record in search.

For example, Order #1001 can show formerly #D12. Olivia's earlier paperwork and your current order header still point to the same sale.

The choices you have

Choose the state that matches the sale's progress. Changing a label is not a substitute for collecting money or placing the Shopify order.

Turn a quote into an order covers conversion. Check the result's Shopify badge before telling a colleague that the order is placed.

How the number is chosen

OrderPilot uses the first available number in this order: your custom order number, Shopify's order number, Shopify's draft name, then a local number.

That order explains why an early number can change. It also explains why shops using custom numbering can see a different pattern from the example.

Keep the number shown on the customer's document when answering a query. You can search the former draft number after the placed order receives its Shopify number.

When editing becomes locked

A status locks editing only when Disable Edit is on and the order is committed. Signed orders, orders with any payment and real Shopify orders are committed.

A status name alone does not establish the lock. Shops can rename statuses, so check the record's behavior and the status settings that apply.

Edit locked and ordered orders explains the available exceptions. A lock is a reason to check the agreement and purchasing consequences before changing it.

Do it

Create a quote or order covers the customer, products and draft-saving choices.

Turn a quote into an order covers conversion and placing. Use Find quotes and orders when the customer gives you an earlier number.