The quote and order page

6 min readUpdated 31 Oct 2026Basics

Where are you working?

Use the quote or order page to check the sale, its payment and signature state, and what your team can do next. The available actions depend on the record and your role.

Open a record from Find quotes and orders. Viewing needs View quotes and orders; changing it needs the relevant action permissions.

Header and badges

Header item	Meaning
Quote or Order	The title shows the record type and number. A reference can appear after the number.
Deleted	The matching Shopify draft was deleted.
Signed	The current agreement has a signature.
Re-Sign	The quote needs another signature.
Not signed	No current signature has been completed.
No signature	The record was force-converted without one.
Legal hold	Signature evidence is being retained under a hold.
Payment badge	Paid, Partially Paid, Unpaid, Authorized, Refunded, Partially Refunded or Voided describes the payment state.

The sent/viewed line records when the customer viewed the quote and which version was sent. It also shows the quote's validity information.

An order's header with its status, signature and payment badges — Read the sale's state before choosing its next action.

The eye icon opens the order or draft in Shopify. Before a Shopify draft exists, Save as draft and Create Quote or Create Order remain available.

The header then offers eligible fulfillment or purchasing actions, Conversation, signature or payment requests, •••, and Next status.

The menu leaves out actions your role can never use. Actions blocked only on this record remain greyed out, with the reason on hover.

Menu group	Actions
Customer contact	Send follow-up or Send email, Email signed copy, Request signature, and Request payment.
Signature evidence	Signature history and Legal hold.
Taking payment	Collect payment, Mark as paid, Create order (pay later), Collect deposit, and Apply store credit, when eligible.
Customer links	Copy Invoice Link, Copy Pay Link for a split order, and Copy Sign Link.
Exceptions and sync	Force Convert to Order and Retry Shopify Sync.
Purchasing and documents	Create PO, Download Quote PDF or Download Order PDF.
Payment records and deletion	Refund Payment, Payments and Invoices, and Delete Quote.

There is no Duplicate, Print, Cancel order or Convert to order menu action. Follow Delete or cancel for the correct cancellation route.

The order options menu with a disabled reason — Hover over a greyed action to see its reason.

Banners, products and summary

Area	What to look for
Editing disabled	The order cannot be edited normally. Force Edit enabled identifies an authorized exception.
Changes Requested	Review feedback needs attention.
Ready to send	The quote is ready for its customer-facing next step.
Missing before order placement	Signature or deposit requirements remain.
Being priced	An online quote request is waiting for staff pricing.
Shopify sync failed	Read the reason and use the retry route.
Location subscription required	The location is view only until its billing or eligible move is resolved.
Products	Lines can be grouped as Waiting for pickup, Waiting for delivery, Taken and On order.

The summary separates products, custom fees, warranty plans, discounts, tax and shipping. Its total is distinct from the amount already paid.

Paid, Refunded and Net payment explain recorded money movements. Refund Owed means payments exceed the current total; Balance Due shows what remains.

How payments work explains these amounts. A signature badge or order status does not replace the payment summary.

Customer and side cards

Card	Purpose
Customer	Contact details, addresses and the selected customer's information.
Location and delivery	The selling location and delivery details.
Delivery promise	The calculated or overridden promise; on the edit page it sits beneath Customer.
Quote settings or Order settings	Status, quote type, review requirement and reference.
Quote information or Order information	Your shop's configured order fields.
Salespeople	Assignment, sales credit and the commission-related controls your role can use.
Notes and Tags	Sale notes and labels for organizing records.
Taxed in two parts	The pickup and delivery parts of a split sale.

Below 1,200 px, the layout becomes one column: Customer, Products, then Summary. The delivery promise follows Summary in that layout.

See The delivery promise, Credit salespeople, and Split orders for those cards' tasks.

References, tags and notes

Field	Use and limit
Reference	Enable Show a reference after the quote/order number in Numbering settings. The configured field name allows 30 characters; each record's reference allows 60.
Add or select tags	Pick or create tags, up to 40 characters each and 250 tags.
Notes	Enter up to 5,000 characters. Treat these as customer-facing document content.
Order fields	Fill required fields; use Add field for optional ones. Required fields cannot be removed.

Double-clicking the title takes you to the reference field. A reference changes the displayed title, without changing Shopify, the invoice version or signature requirements.

References appear on lists, documents, signing pages, email headers and the portal. Email subjects keep the bare number; list searches match references only while the setting is on.

A reference following the quote number — A reference adds context without changing the number.

Notes and tags for Priya's delivery — Use Notes for information that may appear on documents.

Order fields sync onto real Shopify orders when edited. Use Change many orders at once for batch tagging.

Activity and comments

Control	Use
Add Comment	Open the composer, enter the comment and click Post, or press Ctrl+Enter.
@	Reference items, customer details or order details in the comment.
Load older activity	Read earlier entries.
View all emails	Inspect the email history.
vN	Open the saved state associated with a version.

Comments are staff-only. They work through a status lock, but require access within your role's change scope.

The author or store owner can edit or delete a comment. History and restore explains versions and restores.

Activity includes status triggers, edits, restores, review decisions and signature events. To communicate with the customer, use the Inbox.

Activity on the register

Control	Use
Activity	Shows the latest 3 entries. An entry's arrow opens its changes.
See all updates	Opens the full activity screen, 10 entries at a time.
Older activity	Loads earlier entries.
Add comment	Opens Comment; enter the text and save.
Edit comment	Save your change or use Delete comment, where permitted.

With roles on, staff can edit their own comments; the store owner can edit others. Comments entered on POS belong to the device account.

The POS activity section — Open the full history from the latest updates.

Restrictions and missing actions

What you see	What to check
A greyed menu action	Hover over it in the app for its record-specific reason
No fulfillment button	Shopify order, eligible readiness status and status-change permission
No header purchasing action	Payment state and purchasing permission
An unbilled location	Move to a billed location where offered, or resolve billing
PDF download unavailable	Fresh documents require the owning location to be billed
Reference missing	The reference display setting must be on

Stored signed copies stay readable at an unbilled location. Fresh PDFs, invoices and specification sheets require a billed location.