Pay for Quote/Order
Once a customer has signed, the next step is payment. OrderPilot uses Shopify checkout for online payments, so your customer pays through the same secure checkout as the rest of your store, and the payment is recorded on the quote or order automatically. Customers can pay a deposit first and the remaining balance later, online or in your showroom.
This article explains every way a customer can pay, what they see at checkout, how deposits and remaining balances work, and what to check if a customer can't pay.
Where Payment Fits in the Workflow#
| Stage | Who acts | What happens |
|---|---|---|
| Create and review | Salesperson, reviewer | The quote or order is created and, if needed, approved. |
| Sign | Customer | The customer signs on the signing page. |
| Pay | Customer or salesperson | The customer pays online, or your staff take payment in store. A deposit can come first and the balance later. |
| Purchase orders and fulfillment | Back office | Purchase orders go to vendors, and the order is fulfilled. |
Ways a Customer Can Pay#
| Where | What the customer clicks | Best for |
|---|---|---|
| Signing page, right after signing | Pay Deposit, or Pay $X for the balance due | Paying straight away after signing. |
| Payment link from your store | The link in a payment request email, or a link you copied with Copy Invoice Link | Customers who signed earlier or don't need to sign. |
| My orders page or the order tracking link | Pay Remaining Balance | Paying the rest after a deposit. |
| In your showroom | Your staff tap Take Deposit on POS | Customers who are in the store. See Collect Payment. |
To send a payment link from the web app, see Request Signature & Payment.
Before Your Customer Pays#
Consider the following questions before you ask for payment:
Is payment turned on for this quote or order?#
If your store turns on Customers can pay only after payment is enabled on the order (in Settings, Order defaults), customers can't pay online until you enable payment on that quote or order. Until then, they see Thanks. We'll let you know when this is ready for payment. where the pay button would be. Sending a payment request or copying the invoice link turns payment on. Payments your staff take themselves are never blocked.
Is the quote final and signed?#
Payment usually comes after signing. Check that the items, options, and totals are final first. If you change the quote after the customer pays, the balance due changes too.
How Your Customer Pays Online#
Step 1: The customer clicks the pay button on the signing page, in your email, on their My orders page, or on the tracking page. Shopify checkout opens in a new tab.
Step 2: They review the order summary. It lists:
- Each product, with its chosen options.
- Add-on lines for options your store tracks in stock (for example, a fabric that's ordered separately). These appear as their own items next to the product, named with your add-on prefix and the option name (for example, Add-On: Fabric, with the chosen value). The prefix is Add-On: unless you changed it.
- Fees such as delivery or installation, shipping, any discount, tax, and the total.
Step 3: They enter their contact, delivery, and payment details.
Step 4: They complete the payment in Shopify checkout.
The payment is recorded on the quote or order in OrderPilot. Your team sees it in the payment badges, Balance due, and the order's payment history.
Deposits and Remaining Balances#
Paying a Deposit#
When a quote or order has payment terms that require a deposit, the signing page shows Pay Deposit, and Shopify checkout collects the deposit amount. Deposit payment terms are set up in the web app and need Shopify Plus; see Payments, Deposits & Refunds.
In the showroom, your staff can take any agreed deposit with Take Deposit on POS.
Paying the Remaining Balance#
After a deposit, the rest stays as the balance due. The customer can pay it in any of these ways:
- From My orders: If they have an account with your store, they sign in, open the order on their My orders page, and click “Pay Remaining Balance”.
- From the tracking link: The order tracking link (for example, a Track order button in your emails) opens a page with Pay Remaining Balance. No sign-in is needed.
- From a payment link: You send a new payment request from the web app.
- In store: Your staff tap Take Deposit again on POS and collect the rest.
On the My orders and tracking pages, the payment area shows what's been paid (for example, Paid $1,600.00) and the Balance due. Once the balance is cleared, it shows Payment received instead of the button. See My Orders & Order Tracking.
When the Button Says Contact Store to Pay#
If no checkout link is ready yet for the quote or order, the pay button reads Contact store to pay and opens an email to your store. This usually means the order hasn't finished reaching Shopify. Check the quote or order in the web app; if it shows a sync problem, use Retry Shopify Sync in the ⋯ menu, then send the payment link again.
Paying in Store#
When the customer is in your showroom, your salesperson opens the quote or order on POS and taps Take Deposit. Shopify POS opens its Collect payment screen with the order's lines and total, and the customer pays by card, cash, or any other method your store accepts in Shopify POS. Your staff can print a receipt right after. See Collect Payment.
Example: Olivia Bennett Pays a Deposit, Then the Balance#
- Olivia Bennett signs her Linden Sofa quote and clicks Pay Deposit on the signing page.
- Shopify checkout opens with the Linden Sofa, an Add-On: Fabric line for her Sage Velvet fabric, the White Glove Delivery fee, and the deposit due today. She pays by card.
- Six weeks later, Harlow & Finch Interiors emails her that the sofa is ready. She signs in to the store, opens My orders, opens the quote, and sees Balance due with a Pay Remaining Balance button.
- She pays the balance in Shopify checkout. Her order page now shows Payment received.
Important Notes & Tips#
Tell Customers What They're Paying Today#
If you take deposits, say so in your email or in person. The checkout total shows the amount due now, which can look different from the quote total.
Keep Payment Off Until the Quote Is Final#
If quotes often change after the first draft, turn on Customers can pay only after payment is enabled on the order and enable payment once the quote is final. Customers can still sign before that.
Every Payment Path Ends in the Same Place#
Whether the customer pays online or your staff take payment on POS, the payment lands on the same quote or order, so your team always sees one balance.
Need Help?#
Customer can't pay, or a payment isn't showing on the order? Reach out to us at support@bevycommerce.com, and we'll help you find out why.