Multi-brand showrooms: each brand's own quote and invoice

You run two names under one roof: the family furniture store and, through the archway, a design studio with its own logo and trade clients. A designer buying through the studio expects its invoice. A customer signing for a sofa at the store expects the store's email.

OrderPilot uses brands and locations to keep that identity attached to the sale. Set up the relationship, maintain the details that belong to each location, and review the email version used for each brand. Shared operations can then produce recognizable paperwork without asking staff to rebuild every document.

Model the selling business before choosing the logo

A brand groups locations, and each location belongs to a brand. Start with the names customers buy from and the showrooms that serve them. This makes the model useful beyond a collection of logo files.

A brand in this setup means your selling identity. It doesn't mean every furniture maker whose products appear on the floor. A multi-vendor quote still needs to identify the store selling it; the vendor relationships belong to the purchasing side.

For a sample arrangement, a furniture-store brand might have a main showroom and an outlet, while a separate design-studio brand has its own location. Use the structure that reflects the real business and its Shopify location setup. Record which sales belong to each identity before the team starts selecting them.

The locations and brands setup guide covers the foundation. Here, the ongoing job is keeping the right identity on the right sale.

Understand which logo wins

The location's own logo takes priority where supplied, followed by its brand's logo, then the shop fallback. That order is helpful when deliberate and confusing when inherited by accident.

If every location should use the same brand logo, keep the shared logo at the brand level and review unnecessary location overrides. If a particular showroom has its own identity, maintain its location logo intentionally. A forgotten old image can otherwise outvote the new brand artwork.

Colors also need a clear source. Use the Brand picker in Settings › Branding to review the intended brand treatment. Advanced PDF color and layout controls are switched on per store by the OrderPilot team; review the actual document rather than assuming an email color change redesigns its PDF. Keep the hierarchy in a short internal note. The person investigating a wrong logo should know whether to look at the order's location, the location's override, or the shared brand.

Build a brand card that survives actual use

A brand card should contain the identity you want staff to recognize while working. Assign its locations, then review their order. Dragging brands and locations into the desired sequence carries that order into location pickers. A sensible sequence helps staff choose deliberately. Put frequently used selling locations where the team expects them, but don't rely on position as a substitute for reading the name. The second item in a picker isn't a permanent identity.

Use the Reframe step when placing a brand image. A wide logo can have excessive empty space in its file; a tight crop can cut off the mark. The preview should show the full design at a useful scale. Then inspect the logo at document size. A tiny slogan that looks perfect while editing can become decorative lint on a printed invoice. Give the recognizable mark room to work.

Keep location details with the location

The brand tells the customer who they bought from. The location supplies practical details such as the showroom address, phone number, email, terms, bank instructions, and location note.

Review those fields together. A studio-branded invoice with the furniture store's old payment instructions creates a much bigger problem than a mismatched shade of red. Assign responsibility for maintaining the details and for checking the resulting documents.

Locations that share an address can still need different customer contact information. Locations under one brand may need different pickup instructions. Keep those distinctions where the documents obtain their information, so the next quote doesn't depend on an associate remembering to paste a paragraph.

For the receipt-specific details, read location settings, receipt terms, and QR links. Printed output deserves the same care as emailed paperwork.

Use brand versions for the emails customers receive

Email groups have default templates, and templates can be assigned as brand versions. The brand chips on a template row show which identity a design serves.

This lets the studio and furniture store use the same kind of message with different designs. A quote email can serve the same purpose in both businesses while carrying the correct logo, wording, and visual treatment. Review each brand version in the block editor and publish the version intended for customers. A shared default is still useful. It covers the common message structure and provides a fallback where a brand version isn't assigned. Make that fallback intentional and recognizable instead of leaving it as an unfinished spare.

If one brand needs different copy, read the whole message after changing it. A design-studio email may discuss a project review, while a furniture-store email asks the customer to review a configured piece. The distinction should help the customer understand the next action.

The email themes guide explains how to keep the message readable while adapting its look.

Compare two orders before sending either one

Use a sample quote for each brand and carry both through the document preview. Keep the samples simple enough to compare, but include a configured line and a delivery charge so the content resembles real work.

Suppose the store quotes a sofa and the studio quotes a dining-room project. On the store quote, review the store logo, showroom contact, location terms, and chosen fabric. On the studio quote, review the studio identity, project reference, and its contact details. Next, inspect their invoices and purchasing documents. The customer-facing identity and the operational destination both need to be right. A PO sent under the intended business name still needs the correct vendor and ship-to information.

This exercise also finds missing fields. If the studio quote uses the shop fallback, decide whether that is intended. Follow the hierarchy to fix the source, then regenerate the document.

Handle a customer buying from both brands deliberately

When the customer needs distinct paperwork from two selling brands, keep the sales on separate orders with the correct location on each. That gives each quote and invoice a clear identity and avoids expecting one order header to represent two businesses at once.

Explain the arrangement to the customer before sending the documents. A designer should understand why the studio's services and the store's furniture arrive as separate records, and which team handles each question. Keep the shared project reference useful across both.

A shared vendor doesn't change that customer-facing decision. The purchasing team can work with the same maker while maintaining the links to the correct customer orders and destinations. Review those links when preparing the POs.

The customer portal, quote-request page, and Request sent page share a customer-page look. Keep the shared style suitable for the business and use the brand-aware documents and emails to carry each selling identity clearly.

Give staff the locations their role needs

Roles control which locations a staff member can access. Staff who work only in the studio can be limited to its locations; staff covering both parts of the business can receive the access their job requires.

Review access alongside responsibilities. A salesperson may need to prepare quotes at both locations, while the purchasing lead needs to follow vendor commitments across them. Brand ownership and access rights solve related but different problems.

Test the arrangement while signed in with the intended staff role. Seeing every location as the owner doesn't establish that the associate can select the correct one. A short role-based check can explain why the right showroom appears missing.

The guide to one way of working across showrooms connects those permissions to shared routines.

Check the receipt at the actual selling location

The receipt should identify the store and location handling the sale, using the configured name, logo, slogan, and receipt text. Review its contact details and any QR destination on the actual printed output.

A shared register area makes this especially worth checking. The furniture-store customer shouldn't leave with studio instructions simply because both teams use the same counter. Staff need a clear habit for confirming the active location before finishing the sale.

Keep the final setup checklist short:

• Each selling brand has the correct locations assigned.
• Location logo overrides are intentional.
• Brand and location order makes sense in staff pickers.
• Contact, terms, and payment details are maintained at their source.
• Email brand versions and fallbacks have been reviewed and published.
• Sample quotes, invoices, and receipts identify the correct business.
• Staff roles expose the locations each person needs.

Return to the whole-journey branding guide when the identities are set. The aim is for every customer to recognize the business they chose, all the way through the order.