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Frequently Asked Questions

Have questions about OrderPilot? This article covers the questions we hear most often, grouped by topic, so that you can find the answer quickly.


Getting Started​

What are the OrderPilot pricing plans?​

Bevy OrderPilot offers a single Professional plan at $60 per location per month. New users can start with a 14-day free trial to explore the app and its features before being charged. Since only one plan is available, there are no additional tiers to compare or upgrade to.


How do I install OrderPilot?​

Go to the Shopify App Store, search for Bevy OrderPilot, and click Install. Shopify will walk you through approving the required permissions and activating the trial. See the Installing Bevy OrderPilot guide for a full step-by-step walkthrough.


Does OrderPilot work with all Shopify plans?​

Yes. The app works across all Shopify plans. The one exception is partial payment collection at POS, which requires Shopify Plus. All other features, including order creation, review, purchase orders, and the POS extension, are available on every plan.


Does OrderPilot slow down my store?​

No. OrderPilot is an embedded Shopify app and runs separately from your storefront. It has no impact on your online store's page load speed or checkout performance.


Does OrderPilot work with all Shopify themes?​

Yes. OrderPilot operates entirely within the Shopify Admin and the Shopify POS app. It does not modify your storefront theme, so there is no compatibility issue with any theme.


Who can use Bevy OrderPilot?​

Bevy OrderPilot is designed for teams involved in sales and order management. Merchants and admins manage setup and configuration. Sales reps create quotes and orders from the Shopify Admin or POS extension, while production managers review and approve orders before fulfillment. Each role uses the same interface but focuses on different tasks within the workflow.


How long does the initial setup take?​

Most stores are ready to process their first order in about 30 minutes. The onboarding flow guides you through the key configuration steps, including store settings, vendors, categories, custom attributes, product templates, and workflow statuses. You can complete the setup at your own pace and revisit any section later in Settings.


What is the difference between the OrderPilot web app and the POS extension?​

The web app handles the full back-office workflow, including order management, review queue, purchase orders, settings, and analytics. The POS extension is a streamlined, touch-optimized interface for sales reps on the showroom floor to take orders and collect payment. Quotes and orders created in either place sync to the same data set in real time.


Dashboard​

Does the dashboard show data across all my locations?​

Yes. The Analytics and Recent Activity feed reflect store-wide data, giving you a complete picture regardless of how many locations you operate.


How often do analytics data refresh?​

Stats update in near real time whenever a relevant action happens, such as a new order being created or an order being submitted for review. You do not need to refresh the page manually.


What is the difference between Total Orders and Active Customers?​

Total Orders shows the total number of orders and quotes created in OrderPilot, including completed, canceled, and in-progress orders. Active Customers counts the number of unique customers who currently have at least one order in progress.

Because a single customer can place multiple orders and not all orders remain active, these numbers will often differ. For example, one customer with three open orders would increase Total Orders by three, but Active Customers by only one.


Why is my Pending Review count higher than expected?​

This usually happens when the Requires Review setting is enabled by default, which flags every new order for review. You can adjust the default in Settings under General, or set an Auto-Approval Limit so lower-value orders skip the queue.


Can I act on something directly from the Recent Activity feed?​

Yes. Click any activity in the feed to open its details page, where you can review the record and take available actions. For example, if you see a Draft Order Created activity, clicking it will open the order details page, where you can review the order information and make updates as needed.


Settings​

Who can access & change Settings?​

Only store admins and merchants should configure Settings. Sales reps and production managers work within the rules configured here, but should not change them.


What happens to existing orders if I change the review settings?​

Review setting changes apply only to orders created after the change. Existing orders retain the review flag status they had when created. Changing the Auto-Approval Limit, for example, will not retroactively approve or reject any orders already in the system.


What does Reset Settings do?​

Clicking Reset Settings in the General tab restores all settings in that tab to their factory defaults. This includes your review flag preferences, Auto-Approval Limit, company details, and Purchase Order settings. It does not affect categories, product templates, custom attributes, vendors, or brands. The action is immediate and cannot be undone.


Brands & Locations​

Do I need to use Brand Grouping?​

No. Brand Grouping is optional. If you run a single-location store or multiple locations that all operate under the same brand, leave the toggle off. Your team will see a simple location picker when creating an order. Turn Brand Grouping on only if you need to separate locations by brand name.


Can I assign a location to more than one brand?​

No. Each location can only belong to one brand at a time. If you drag a location into a different brand, it is automatically removed from the previous one.


A new Shopify location is not showing in OrderPilot. Why?​

OrderPilot does not sync locations automatically. After adding a new location in Shopify, go to Settings, open the Brands or Locations tab, and click Sync Locations. The new location will then appear and can be assigned to a brand or used directly during order creation.


Where do brand images appear?​

Brand images can appear on customer-facing documents and emails generated by OrderPilot, such as quotes, invoices, and order confirmation emails. Use a clean, high-resolution version of your brand logo for the best result.


What are Unassigned Locations?​

When Brand Grouping is enabled, any location not assigned to a brand appears in the Unassigned group. These locations are still fully functional. For a cleaner experience, drag all active locations under a Brand.


Categories, Vendors, & Custom Attributes​

How many categories can I create?​

There is no hard limit. Create as many as your product range requires. A clear, focused category structure makes order creation faster for your sales reps. Too many categories with overlapping names can slow things down.


Can I nest categories more than one level deep?​

No. The current structure supports one level of nesting: a child category under a parent. You cannot nest a child under another child. If your product range needs further subdivision, contact Bevy support to discuss your setup and the best way to structure it within the current system.


Are vendors and suppliers the same thing in OrderPilot?​

Yes. The terms vendor and supplier are used interchangeably throughout the app and this knowledge base. Both refer to the businesses or individuals who build or supply the products you sell.


Do I need to add vendors before creating purchase orders?​

Yes. At least one active vendor must exist in the system before you can generate a purchase order.


What happens to purchase orders if I deactivate a vendor?​

Deactivating a vendor removes them from the list of available options for new purchase orders. Existing purchase orders created with that vendor remain unchanged.


Can I delete a custom attribute?​

Custom attributes can be archived but not deleted. Deleting a field that already exists on past orders would remove data from those records. Archiving hides the field from new orders while preserving your historical order data. To see archived attributes, check the Show archived box on the Custom Attributes tab.


Can I change the attribute field type after it has been created?​

Yes, but keep one thing in mind. Changing the field type on an attribute that already has order data does not affect past orders. Those records retain the values that were captured at the time. However, the change applies to all new orders going forward, so make sure the new field type works for how your team will use it from that point on.


Can I assign the same attribute to multiple categories?​

Yes. When you choose Product categories as the scope, you can search and select multiple categories. The attribute will appear on the order form for any product belonging to any of those categories.


Will customers see custom attribute values?​

Yes, custom attribute values are included on quotes and invoices sent to customers. Make sure field names and dropdown option labels are written in plain, customer-friendly language rather than internal shorthand.


Product Templates​

How many product templates can I create?​

There is no limit on the number of product templates. Use clear titles and assign accurate categories to help reps find the right template quickly during order creation.


What happens if I deactivate a product template?​

Deactivating a template hides it from the order creation screen but does not remove it. You can reactivate it anytime. However, deleting a template is permanent and cannot be undone.


What happens if I do not enter a SKU for a template?​

The app will auto-generate a unique SKU. The auto-generated SKU will not follow your store's internal naming convention, so if SKU consistency matters for your catalog or purchase orders, enter the SKU manually.


Does enabling Manual Review on a template affect all orders from that template?​

Yes. When Manual Review is enabled on a template, every order created using that template will require review before it can move forward, regardless of your global review setting.


A sales rep can't see a template I just created. What should I check?​

Check two settings: confirm the template is marked as Active and confirm the visibility setting includes the rep's location. If the template still doesn't appear after those checks, contact support.


Do I need to update product templates if I edit a category or vendor?​

No. Editing a category or vendor updates it in place. Product templates that reference the updated category or vendor will automatically reflect the new name or details. You only need to edit a template directly if you want to change its assigned category or vendor.


POS Extension Tiles​

Which tiles does the POS extension support?​

The extension currently supports four tiles: Create Quote, Create Order, Manage and View Order, and Print Receipt. Your admin chooses which ones to add to the smart grid during setup.


Why do the OrderPilot tiles not appear on the POS home screen?​

The tiles need to be added to the POS smart grid by a store admin. Go to Shopify Admin > Sales channels > Point of Sale > Settings > POS app, and add the OrderPilot tiles to the template assigned to your location. After saving, reopen the POS app, and the tiles should appear.


Can I add OrderPilot tiles to some locations but not others?​

Yes. You can create different smart grid templates in the Shopify Admin and assign each one to specific POS locations. This lets you tailor the tile layout for different store types or team needs.


Creating Quotes & Orders​

What is the difference between a quote & an order?​

A quote is sent to the customer for review and approval before it enters the production manager's review queue. An order is a confirmed sale that goes directly into the production review queue. The creation screens are almost identical; the only difference is the Mark as Quote toggle at the end.


When should I create a quote versus an order?​

Create a quote when the customer wants to review pricing and specifications before committing. Create an order when the customer has already decided, and the sale is confirmed from their end.


Can I add multiple products or line items to a single quote?​

Yes. Use the Product Templates option to add multiple products: custom templates or existing Shopify products, and the Custom Fee option for add-ons or matching accessories alongside the main piece.


Can I edit a quote after sending it to the customer?​

Yes. You can update product specs, pricing, or other details from the quote detail page and resend the updated version. If the customer has already approved the original, notify them of the changes and send a new version.


Why is the Requires Review checkbox disabled on my screen?​

If your admin has enabled Default Review Flag or Require Review for All Orders in General settings, the checkbox is disabled because review is mandatory for all orders. Contact your store admin if you need to change this.


Can I create an order from the POS extension without starting as an order?​

Yes. On the creation screen, turn the Mark as Quote toggle off before tapping the submit button. The button will read Create Order, and the record will go directly into the review queue as a confirmed order.


Can I add a discount from the POS extension?​

Not during quote or order creation. Discounts and shipping fees can only be added at that stage from the web app in Shopify Admin. However, if you are collecting payment through the POS, you can apply a discount to the cart before checkout. So timing depends on the workflow. Add it upfront in Admin when creating the quote, or apply it at the POS checkout when the customer is ready to pay.


Do orders created on POS appear in the web app immediately?​

Yes. Orders sync to the OrderPilot web app in real time. Your production manager will see them in the review queue right away. The dashboard analytics update once the order is saved.


Reviewing Orders & Quotes​

Who can review and approve orders?​

Any team member with access to Bevy OrderPilot in Shopify Admin can open the review queue and act on orders. Production managers handle reviews as a primary responsibility. Sales reps can see change requests on their own orders, but should not approve or reject them.


Can I add a comment without approving, rejecting, or requesting changes?​

Yes. Comments can be added at any point without triggering a status change. Use them to document what you checked, flag something for a colleague, or ask a question internally. The order stays in Pending status until you take one of the three actions.


What happens if a sales rep doesn't respond to a change request?​

The order stays in Changes Requested status indefinitely. OrderPilot does not automatically follow up or escalate. If an order is stuck in this state for too long, the reviewer or manager should check in with the rep directly.


Can a rejected order be reinstated?​

No. Rejected orders cannot be reopened or reactivated. If the customer still wants to proceed, the sales rep needs to create a new order or quote from scratch. The rejected record is kept in the system for reference.


Can I review orders from the Shopify POS extension?​

No. Order review is only available from the OrderPilot web app. Merchants and production managers need to open the app in Shopify Admin to approve, reject, or request changes on quotes and orders in the review queue.


Order Status & Workflows​

Can I have both private and public order statuses in the same workflow?​

Yes. Private statuses are visible only to your internal team. Public statuses appear outside internal workflows. A typical setup has a few private stages for internal processing and a handful of public ones for the key milestones customers care about.


What happens when a purchase order is created for an approved order?​

When a PO is created, OrderPilot automatically moves the associated order to a pre-defined status. At least one status in your workflow needs to have Eligible for Purchase Orders enabled for this automatic transition to work.


Can I delete a status that orders are currently using?​

Deleting a status that is assigned to active orders is not recommended. Deactivate the status instead. The status is hidden from new assignments but remains on existing orders for historical records.


Does reordering statuses affect orders that are already at a certain status?​

No. Reordering only changes the progression shown in the workflow. Existing orders stay at whatever status they were assigned.


Signature & Payment​

Does the customer need to sign before they pay?​

Signing and paying are separate steps. After signing, the customer can click Pay Deposit on the sign page or use the invoice link to complete the full payment. Some stores request a signature first as written confirmation of the order details, but the payment link can also be shared without a prior signature.


Can a customer sign from their phone?​

Yes. The sign page is mobile-friendly. The Draw option works well on touchscreen devices, allowing customers to use their fingers to create a handwritten-style signature. All three signing methods: Draw, Type, and Auto-Generate are compatible on both desktop and mobile.


The customer should not sign the quote if they want changes made. They should contact the sales rep to flag what needs updating. The rep then edits the quote in OrderPilot and shares a new sign link once the corrections are confirmed.


The customer opens the invoice link and lands on a Shopify checkout page with their custom order items pre-loaded. They fill in their payment details and click Pay now. The order status in OrderPilot updates automatically once the payment clears.


Yes. From the web app, copy the invoice link from the order's Actions menu and share it by email, text, or any other channel. From the POS cart, tap the three-dot menu, select Send cart, and enter the customer's email. The customer can pay from anywhere at their convenience.


Can I collect a deposit instead of full payment?​

Yes, but only on Shopify Plus. Deposits and partial payments use Shopify POS's native Split Payment functionality, which is a Plus-only feature. On a standard Shopify plan, customers must pay in full.


What payment methods are supported for POS deposits?​

Cash, gift card, and manual card entry are supported for deposit payments through the Split Payment flow at POS. This gives you flexibility to collect deposits using the payment method that works best for your customers.


Can I apply a discount and take a deposit in the same transaction?​

Yes. After loading the order to the POS cart, tap the three-dot menu and apply the discount before tapping Checkout. The discount is applied to the cart total first, and the deposit is calculated against the discounted total.


Does the order status update automatically when a customer pays online?​

Yes. When a customer completes payment through the invoice link, the payment status in OrderPilot updates automatically. No manual reconciliation is needed.


Purchase Orders​

Can I create a PO for an order that has not been approved yet?​

No. Only orders with an Approved status appear in the PO Workbench. Orders in Pending Review, Changes Requested, or Rejected status are excluded. This prevents procurement from starting before a manager has confirmed that the order details are feasible.


What happens if I select multiple vendors in the PO Workbench?​

The app creates a separate PO for each selected vendor. For example, selecting two vendors generates two individual POs, each with its own PO number, line items, and status.


Can I edit a PO after it has been created?​

Draft POs can be edited after creation. Once a PO is sent to a vendor, it is locked. To make changes to a sent PO, you will need to cancel it and create a new one.


What does Skipped Vendor mean in the PO Workbench?​

It means one or more line items on an order do not have a vendor assigned to their product template. These items are displayed for visibility but cannot be added to a PO. Go to the product template settings and assign a vendor, then return to the Workbench.


Can I create a PO for a partially paid order?​

Yes. Purchase order creation and payment status are independent. You can procure items for an order even if the customer has only paid a deposit.


How does marking a PO as received affect Shopify inventory?​

When you mark a PO as received, the inventory count for each custom product on the PO is increased in Shopify by the ordered quantity. This allows the associated customer orders to move to the fulfillment stage.


Can I see which customer orders are linked to a specific PO?​

Yes. When you open a PO, each line item shows the associated order reference number and customer name. This makes it straightforward to trace a PO back to its originating customer orders.


Support & Troubleshooting​

What should I do if the app is not loading?​

First, refresh the page. If the app still does not load, try clearing your browser cache and cookies, then sign out and back in to Shopify Admin. If the issue continues, contact support with a description of what you see and any error messages.


What data is preserved if I uninstall and reinstall the app?​

Shopify order and product data stay in your store after uninstallation. App-specific data, such as custom fields, workflow statuses, and supplier records, may not persist if the app has been uninstalled for an extended period. Contact support before reinstalling if data continuity is a concern.


Does the free trial restart if I reinstall the app?​

No. The 14-day free trial is available once per store. Reinstalling the app takes you directly to the paid subscription billing screen.


How do I contact Bevy support?​

You can reach the Bevy support team by email at support@bevycommerce.com. We're available during EST business hours and typically respond within a few hours. Don't hesitate to reach out if you need help with setup or troubleshooting, or if you have any questions about the app.