Collect Payment
When a customer is ready to pay, your salesperson can take the money at the register without leaving the quote or order. OrderPilot hands the order to Shopify POS's own Collect payment screen, so your staff take cash or card the way they always do, and the payment is recorded against the quote or order in OrderPilot.
This article explains how to take a deposit or payment on POS, when Take Deposit is available, how to let a customer pay later with payment terms, how to check payment history, and what to do if POS shows an error.
Before You Start#
Consider the following questions before getting started:
Is the quote or order saved and created?#
Take Deposit appears only on a quote or order that has been created. A draft (Draft Quote or Draft Order) doesn't show it. Open the draft and tap Create Quote or Create Order first. See Edit Quotes/Orders.
Is there a balance due?#
Take Deposit is greyed out when the Balance due is $0.00, because there is nothing left to collect.
Has the customer agreed to the amount?#
Agree on the deposit amount with the customer before you start. You enter the amount in Shopify POS, and once a payment is taken it's recorded on the order.
How to Take a Deposit or Payment?#
Step 1: On the POS home screen, tap the “Orders & Quotes” tile.
Step 2: Find the quote or order (search by customer name or number) and tap it. The order screen opens.
Step 3: Check the right column. Balance due shows what's still owed, with Paid $X of $Y under it.
Step 4: Tap “Take Deposit” under Balance due.
- If you have unsaved changes on screen, POS saves them first. If the save fails, nothing else happens, so fix the problem and try again.
- If OrderPilot is still sending the latest version to Shopify, you'll see Syncing order with Shopify…. Wait; POS keeps checking and goes on by itself when Shopify is ready.
Step 5: Shopify POS opens the order on its Collect payment screen, with the lines and total from OrderPilot. Enter the amount the customer is paying now (the deposit or the full balance), choose the payment method, and finish the payment as you normally would in Shopify POS.
Step 6: Close Shopify's order screen to return to OrderPilot. Once Shopify records the payment, it shows in Paid $X of $Y and the payment badge changes to Partly paid or Paid. If it doesn't show yet, close the order and open it again from the list.
What Take Deposit Does#
The first time you tap Take Deposit on a quote or order, OrderPilot turns it into an unpaid order in Shopify, so Shopify POS can collect payment on it:
- If the quote or order has no payment terms, OrderPilot gives it Due on receipt terms so Shopify can create the order with payment pending. Terms you already set are kept.
- The Activity section logs that a deposit was requested on POS, with the new Shopify order number.
- From now on, Payment Terms shows Locked on POS.
- Tapping Take Deposit again later simply reopens the same Shopify order. It never creates a second one.
On a quote, this creates the Shopify order as soon as you tap Take Deposit, even if the customer then decides not to pay. The quote keeps its OrderPilot status and can still be edited. If the customer walks away, the unpaid order stays in Shopify until someone deals with it.
Note: The setting Customers can pay only after payment is enabled on the order only controls online payment by the customer. It never blocks payments your staff take on POS.
How to Let the Customer Pay Later?#
If the customer will pay on invoice (for example, on net 30 terms), you can confirm the order now without taking any money.
Step 1: Open the quote or order from Orders & Quotes.
Step 2: In the summary on the right, tap “Add” next to Payment Terms. Turn on Payment due later, pick the terms, set the issue or due date if asked, and tap “Apply Payment Terms”. The terms listed come from your Shopify store; if none are set up, the screen says No payment terms are configured for this store.
Step 3: Tap “Save Changes”.
Step 4: Tap “Create Order (Pay Later)”. OrderPilot creates the order in Shopify with payment pending under those terms, and confirms with the new order number.
Create Order (Pay Later) appears only when all of these are true:
- The record has payment terms.
- It's at the Quote or Order status (not a draft, not waiting for review).
- It isn't an order in Shopify yet (no deposit has been taken and it hasn't been placed from the web app).
It's greyed out while you have unsaved changes. Save first; if you tap it with changes on screen, POS shows Save your changes before converting.
Payment History#
Tap “Payment history” on the order screen to see every payment and payment request for the quote or order. Each entry shows the amount, its status, and when it was last updated. At the bottom, Total Paid, Order Total, and Remaining Balance sum it up. If nothing has been paid or requested yet, the screen says No Payments Yet.
Payment Badges#
| Where | Badge | What it means |
|---|---|---|
| Order screen | Unpaid | Nothing has been paid yet. |
| Order screen | Partly paid | Some money has been paid, and there's still a balance due. |
| Order screen | Paid | The total has been paid in full. |
| Orders & Quotes list | Unpaid, Partial Paid, Paid | The same payment states, as shown in the list. The list can also show Refunded, Partially Refunded, Authorized, or Voided. |
Messages You Might See#
If Take Deposit can't open checkout, POS tells you why in a message at the bottom of the screen.
| Message | What it means | What to do |
|---|---|---|
| Syncing order with Shopify… | OrderPilot is still sending the latest version to Shopify. | Wait. POS goes on by itself once Shopify is ready. |
| The order is still syncing to Shopify. Try Take deposit again shortly. | Your last change hasn't reached Shopify yet. | Wait a few seconds and tap Take Deposit again. |
| Sending this to Shopify. Checkout opens when it's ready. | The quote or order hadn't reached Shopify, so OrderPilot is sending it now. | Wait for checkout to open. |
| Could not open checkout yet. | Shopify took longer than expected. | Wait a few seconds and tap Take Deposit again, or close the order and open it again. |
| This isn't in Shopify yet, so checkout can't open. Open it in the OrderPilot admin and choose Retry Shopify Sync. | OrderPilot couldn't send it to Shopify. | In the web app, open the quote or order, open the ⋯ menu, and choose Retry Shopify Sync. Then try again on POS. |
| Shopify sync failed, so checkout can't open. Open it in the OrderPilot admin to see why and retry. | Shopify refused the last update. | Open the quote or order in the web app to see the reason, fix it, and retry the sync. |
| Couldn't turn this into a Shopify order, so payment can't be collected yet. Try Take Deposit again. | Shopify couldn't create the order. Any terms OrderPilot added for the deposit are removed again. | Tap Take Deposit again. If it keeps failing, contact support. |
| The Shopify order was created but couldn't open. Find it under Orders in POS to collect payment. | The order exists in Shopify, but POS couldn't jump to it. | Open Orders in Shopify POS, find the order, and collect payment there. |
| Save your changes before converting. | You tapped Create Order (Pay Later) with unsaved changes. | Tap Save Changes, then try again. |
Example: Taking a Deposit from Priya Shah#
Priya Shah has a quote for an Arden Dining Table ($2,850) and six Mira Dining Chairs ($420 each). She returns to the showroom to confirm and leave a deposit before the table goes into production.
- The salesperson taps “Orders & Quotes”, searches "Shah", and opens her quote. Balance due shows the full total and Paid $0.00 of the same amount.
- They tap “Take Deposit”. Shopify POS opens the order on Collect payment.
- Priya pays the agreed deposit by card. The salesperson finishes the payment in Shopify POS and closes Shopify's screen.
- Back on the quote, Paid $X of $Y shows her deposit, the badge reads Partly paid, and Balance due shows the rest.
- They tap “Print receipt” so Priya has a paper record of the deposit.
Important Notes & Tips#
Customers Can Also Pay Online#
Customers can pay a deposit or the remaining balance themselves from the signing page, their My orders page, or the order tracking link. See Pay for Quote/Order. Payment terms that require a fixed deposit percentage are set up in the web app and need Shopify Plus; see Payments, Deposits & Refunds.
Don't Tap Take Deposit Just to Look#
On a quote, Take Deposit creates the order in Shopify right away. Tap it only when the customer is ready to pay.
Always Offer a Receipt#
For deposits in particular, a receipt protects both your store and the customer if there's a question later about what was paid. Tap “Print receipt” on the order screen, or use the Print Receipt tile. See Print Receipts.
Need Help?#
Having trouble opening checkout from Take Deposit, or a payment isn't showing on the order? Reach out to us at support@bevycommerce.com, and we'll help you track it down.