Collect Payment

Orders on POS follow a draft-first model: a quote or order lives as a Draft Order in Shopify until it is signed and paid. Payment — or a deliberate "pay later" action — is what converts the Draft Order into a full Shopify Order. This article walks through the full payment flow.

How Order Placement Works on POS#

Creating a quote or order on POS does not immediately place an order in Shopify. The record becomes a Draft Order and stays that way until one of two things happens:

Take Deposit — the customer pays now (or a deposit is taken). OrderPilot converts the Draft Order to a Shopify Order and opens Shopify POS Collect payment.
Create Order (Pay Later) — the customer will pay on invoice terms. OrderPilot places the order in Shopify with pending payment terms; no payment is collected now.

The full POS placement flow:

Step	What happens
Create quote/order on POS	OrderPilot creates a Draft Order in Shopify
If signature required	Show QR to Sign → customer signs on their device, or sign on the iPad, or email the sign link
Payment — Take Deposit	Converts Draft Order → Shopify Order, opens Shopify POS Collect payment
Payment — Pay Later	Converts Draft Order → Shopify Order with pending payment terms, no payment collected
If review required	Quote goes into the review queue before it can be placed

Before Taking Payment#

Is the record created (not a draft)?#

Take Deposit and Create Order (Pay Later) appear only on a quote or order that has been created — not on a Draft Quote or Draft Order. 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 Balance due is $0.00 — there is nothing to collect.

Does the customer need to sign first?#

If your store requires a signature before payment, complete the signature step before tapping Take Deposit. See Customer Signature on POS below.

Take Deposit#

Take Deposit opens Shopify POS Collect payment so your staff can take a card, cash, or other tender without leaving the order screen.

Step 1: On the POS home screen, tap Orders & Quotes.

Step 2: Find the quote or order (search by customer name or order number) and tap it.

Step 3: Check Balance due in the right column. Paid $X of $Y shows what has already been collected.

Step 4: Tap Take Deposit.

If OrderPilot is still sending the latest version to Shopify, you'll see Syncing order with Shopify…. Wait — POS keeps checking and continues once Shopify is ready.
If the record has unsaved changes, save them first.

Step 5: Shopify POS opens Collect payment with the order lines and total from OrderPilot. Enter the amount the customer is paying now, choose the payment method, and complete the payment as you normally would in Shopify POS.

Step 6: Close Shopify's order screen to return to OrderPilot. The Paid $X of $Y line updates and the payment badge changes to Partly paid or Paid. If it hasn't updated yet, close the order and reopen it from the list.

What Take Deposit Does#

The first time you tap Take Deposit on a quote or order, OrderPilot converts the Draft Order to a Shopify Order so Shopify POS can collect payment:

If no payment terms are set, OrderPilot applies 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.
Payment Terms shows Locked on POS from this point on.

Subsequent taps simply reopen the same Shopify order's checkout. Take Deposit never creates a second order.

Tap Take Deposit only when the customer is ready to pay. On a quote, the first tap creates the Shopify order immediately. If the customer walks away, the unpaid order stays in Shopify.

When Terms Carry a Deposit Amount#

If payment terms include a required deposit amount or percentage, Take Deposit becomes the primary action on the order screen and the button label reflects the deposit amount. The flow is otherwise the same.

Customer Signature on POS#

If your store requires a customer signature before payment, the order screen shows Get Customer Signature. Tap it to see three options:

Option	How it works
Sign on this iPad	Customer signs directly on the POS device
Scan QR to Sign	Shows a QR code the customer scans on their own phone
Email to Customer	Sends the customer a link to sign; shows the last-sent time

After the customer signs, View Signed Quote appears on the order screen.

To email the quote for signing from POS, tap Email Quote to Customer. This sends the sign link and records when it was last sent.

Create Order (Pay Later)#

If the customer will pay on invoice, you can place the order in Shopify now without collecting any money.

Step 1: Open the quote or order from Orders & Quotes.

Step 2: In the right column, tap Add next to Payment Terms. Turn on Payment due later, pick the terms, set the issue or due date if prompted, and tap Apply Payment Terms. The terms listed come from your Shopify store. If none are configured, the screen says No payment terms are configured for this store.

Step 3: Tap Save Changes.

Step 4: Tap Create Order (Pay Later). OrderPilot converts the Draft Order to a Shopify Order with payment pending under those terms and confirms with the new order number. No payment is collected.

The customer can pay later from:

Their My orders page
The order tracking link
A payment request email

Create Order (Pay Later) is available only when all of the following are true:

The record has payment terms applied.
The status is Quote or Order (not a draft, not waiting for review).
The record has not yet been converted to a Shopify order (no deposit taken, not placed from the web app).

It is greyed out while you have unsaved changes. Tap Save Changes first. If you tap it with unsaved changes, POS shows Save your changes before converting.

Split-Order Payments#

Some orders split into two separate Shopify orders for tax reasons — for example, when a single order contains items for store pickup (taxed at store rate) and items for delivery to a different address (taxed at delivery address rate). This is the F13 Phase B tax-split flow.

When an order has split, POS guides your staff through a Payment 2 of 2 flow:

Tap Take Deposit for the first part. POS opens Collect payment for Part 1. Customer pays.
After Part 1 is paid, tap Take Deposit again. POS opens Collect payment for Part 2. Customer pays.

Each part goes through its own separate Shopify checkout. Both payments are tracked on the single OrderPilot order. The payment badge and Paid $X of $Y reflect the combined total across both parts.

Payment History#

Tap Payment history on the order screen to see every payment and payment request for the order. Each entry shows:

Amount
Status
When it was last updated

At the bottom, Total Paid, Order Total, and Remaining Balance summarise the current state. If nothing has been paid or requested yet, the screen shows 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 collected; a balance remains.
Order screen	Paid	The total has been paid in full.
Orders & Quotes list	Unpaid	Nothing paid.
Orders & Quotes list	Partial Paid	Partially paid.
Orders & Quotes list	Paid	Paid in full.
Orders & Quotes list	Refunded	Payment refunded.
Orders & Quotes list	Partially Refunded	Part of the payment refunded.
Orders & Quotes list	Authorized	Payment authorised but not yet captured.
Orders & Quotes list	Voided	Authorisation voided.

Messages You Might See#

Message	What it means	What to do
Syncing order with Shopify…	OrderPilot is sending the latest version to Shopify.	Wait. POS continues on its own when 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 record hadn't reached Shopify yet; 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 and reopen the order.
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 the record to Shopify.	In the web app, open the 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 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 are removed.	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 navigate 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.

Tips#

Always Offer a Receipt#

For deposits in particular, a receipt protects both your store and the customer if there is ever a question about what was paid. Tap Print receipt on the order screen after payment. See Print Receipts.

Customers Can Also Pay Online#

Customers can pay a deposit or the remaining balance 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 configured in the web app and require Shopify Plus. See Payments, Deposits & Refunds.

Need Help?#

Having trouble opening checkout from Take Deposit, or a payment isn't showing on the order? Reach out at support@bevycommerce.com.