Create Quotes/Orders

Your salespeople don't need a desktop or an admin login to write up a custom sale. With OrderPilot on Shopify POS, they can build a full quote or order on the showroom floor: pick the customer, add Shopify products or made-to-order product templates, choose options, add fees, shipping, a discount, and payment terms, then save it in one pass.

This article explains how to create a quote or order on POS, what each part of the screen does, and why the create button may be greyed out.

Before You Start

Consider the following questions before getting started:

Is the POS extension set up?

The Create Quote, Create Order, or Orders & Quotes tile must be on the POS smart grid at your location, and you need a Shopify POS staff account. See the POS Overview if the tiles are missing.

Do you know what you're selling?

POS lists two kinds of items in one picker. Knowing which one fits the sale saves time on the floor:

Item type	What it is	Use it when
Shopify product	A regular product from your Shopify catalog, with its variants, price, and stock at your location.	The customer is buying something you stock or sell as-is.
Product template	An OrderPilot made-to-order item with options (for example, fabric, wood finish, or dimensions) and their prices.	The customer is configuring something that will be built or ordered for them.

Quote or order?

Create a quote when the customer is still deciding and you want them to review and sign before they commit. Create an order when the customer has confirmed the sale. You can switch between the two with Mark as Quote right up until you save.

How to Create a Quote or Order?

Open Shopify POS on your device and make sure you're signed in at the right location. Then follow these steps:

Step 1: On the POS home screen, tap the “Create Quote” or “Create Order” tile. You can also open the “Orders & Quotes” tile and tap “Create Quote” or “Create Order” at the top of the list.

The New quote or New order screen opens. The left side holds who it's for and what's on it. The right side holds the total, the create buttons, and the order summary.

Step 2: Tap “Add customer”. The Add customer screen asks Who is this for?

• Search by name or email in Search name or email, or pick someone from Recent customers (each shows their last order date).
• If the customer is new, tap “New customer” and fill in First name, Last name, and Email (all required), plus Phone and their shipping and billing addresses if the order ships. Tap “Create customer” to save them to Shopify and add them to the quote.

Note: Enter a phone number with its country code, for example +12025551234. Shopify rejects numbers without one.

Step 3 (Optional): Check where the order is going. Under the customer's name, POS shows Ships to with their address, or No saved address. Tap the line (or “Change”) to open Ship to, then tap one of the customer's saved addresses, or tap “Add a new address”, fill it in, and tap “Save and ship here”. A new address is saved to the customer in Shopify, and their other addresses stay.

Step 4 (Optional): Check Sold by. It starts with the staff member signed in to POS. Tap “Change” to credit someone else, or several people; everyone selected shares the credit equally. Only staff allowed to manage sales credit can change it.

Step 5: Next to Items, tap “Add product / fee”. The Add product or fee screen opens with your Shopify products and product templates in one list.

• Chips: Tap All, Shopify products, or Templates to narrow the list. Each row is tagged Shopify or Template.
• Search: Type in Search Shopify products and templates. Search matches product names as well as details such as SKU, vendor, tag, type, and category. When a Shopify product matched on something other than its name, a hint under it says why, for example Matched SKU.
• Filters: Tap a filter chip (Category and Vendor; the Shopify products view also offers Type, Collection, and Tags), tick the values you want, and tap “Done”. Tap “Clear” to remove all filters.
• Scan: Tap “Scan” to scan a barcode with the device camera. A Bluetooth or built-in scanner works any time this screen is open, with no tap needed. One match opens straight away; if several products share the code, they are listed at the top for you to pick from.
• Stock: Shopify products show their stock at your location under the price, for example 12 in stock, or Not at location. Templates show the vendor (if your shop shows it), made to order, and a "from" price.

Tap a row to open it. For a Shopify product with several variants, tap it to show its variants, then tap the one you want.

Step 6: Set up the item on the Add item screen.

• Options: For a product template, choose each option, for example Fabric or Wood Finish. Each choice shows its price, such as +$350, or Included. Required options are listed first. Badges at the top show how many options are chosen and how many required fields are left.
• Vendor: Shows who supplies the item. A template with one vendor fills it in for you, and a Shopify product starts with its Shopify vendor. Tap “Change” to pick another (see Choosing a Vendor below).
• Price and quantity: The right side shows Price each, with the Base price and the Options total when options add to it. Tap Price to change the base price, use the quantity stepper, and check the line Total.

Tap “Add to quote” (or “Add to order”). If a required option is still empty, POS tells you which ones to complete first.

Note: On a Shopify product, Product name and Price are locked and show a lock icon, because they come from your catalog. They unlock once the line has an option filled in. On a template, you can edit the name, SKU, and price.

Step 7 (Optional): Add fees, such as delivery or installation. Tap “Add product / fee” again, then tap “Add a fee” at the top of the list.

• Under Saved fees, tap a fee your store has set up to add it in one tap.
• Or, under Or a one-off fee, enter a Name, choose Fixed amount, % of subtotal, or % of total, enter the Amount or Percent, turn on Taxable and Physical item (ships) if they apply, and tap “Add fee”.

Fees are listed after the products. Tap a fee to edit it (“Save fee”) or remove it (“Remove”).

Step 8: If your store uses order attributes, fill in the Quote information (or Order information) fields below the items. Required fields must be filled in before you can create the quote or order.

Step 9 (Optional): Use the summary on the right to add shipping, a discount, and payment terms. Each row shows “Add” until you set it.

• Shipping & delivery: Tap “Add”, enter a Name (it starts as "Standard Shipping") and a Price, then tap “Apply delivery”.
• Discount: Tap “Add”, choose Fixed Amount or Percentage (%), enter the discount, type a Reason for discount (required), and tap “Apply Discount”. The reason shows under the discount in the summary. A discount added on POS applies to products and fees, and can't be more than the subtotal.
• Payment Terms: Tap “Add”, turn on Payment due later, pick the terms, set the issue or due date if the terms need one, and tap “Apply Payment Terms”. The terms listed come from your Shopify store.

Tax shows By Shopify until the quote or order is saved, because Shopify calculates it.

Step 10 (Optional): Add anything the team should know in Special notes, for example delivery access or installation details.

Step 11: Check the Mark as Quote switch at the bottom of the right column. On saves a quote; off saves an order. The screen title and the create button change to match.

Step 12: Tap “Create Quote” (or “Create Order”). OrderPilot saves it, shows Quote created successfully (or Order created successfully), and opens it on the order screen, ready for the customer to sign or pay.

To finish later, tap “Save as Draft” instead. See Saving a Draft below.

Choosing a Vendor

If an item has no vendor when you add it, or you tap “Change” next to Vendor, the Choose vendor screen asks Who makes this item?

• For a product template, the list shows only the vendors on that template, under Vendors on this product template.
• For a Shopify product, search All vendors to find the one you need.
• Tap “Decide later” to add the item without a vendor and let the back office choose one. The item then shows Not chosen yet, and the quote shows Vendor not chosen in the Orders & Quotes list.

If your store turns on Require vendor selection, Decide later is hidden and every item needs a vendor before you can create the quote or order. Vendors are added in the web app under Settings, then Vendors.

Note: POS always says Vendor, even if your shop calls vendors something else (for example, "Supplier") in the web app.

Why Is Create Greyed Out?

The create button tells you what's missing right under it:

Message under the button	What to do
Add a customer and a product first	Add a customer (Step 2) and at least one product (Step 5).
Add a customer first	Tap Add customer at the top of the screen.
Add a product first	Add at least one product or template. A fee on its own isn't enough.
Add a product to save a draft	Save as Draft needs at least one product, but no customer.

Other checks run when you tap the button. If something is missing, a message tells you, for example that a required Quote information field is empty, or Choose a vendor for Linden Sofa before saving. This shop needs a vendor on every item.

Saving a Draft

Save as Draft saves the quote or order without a customer and without checking required fields or vendors. Use it when you need to step away mid-sale. The draft appears in Orders & Quotes as Draft Quote or Draft Order.

To finish a draft, open it from Orders & Quotes, add anything that's missing, and tap “Create Quote” or “Create Order”. See Edit Quotes/Orders.

What Happens After You Tap Create?

• The quote or order opens on the order screen, where you can take a deposit, show the signing QR code, or print it.
• It gets the status Quote or Order. If an item needs approval under your review rules, it starts as Pending Quote or Pending Order and waits in the Review tab of the web app.
• It belongs to the register's location and is credited to the people under Sold by.
• OrderPilot sends it to Shopify in the background. No new Shopify product is created; template lines use the template's existing Shopify product.

If you tap Back with changes on screen, POS asks Discard unsaved changes? Tap “Discard” to leave without saving, or stay and save.

Example: Quoting a Linden Sofa for Olivia Bennett

Olivia Bennett visits Harlow & Finch Interiors and wants a quote for a Linden Sofa in Sage Velvet with a feather cushion fill, delivered with white glove service. She wants to think it over, so the salesperson creates a quote.

1. The salesperson taps the “Create Quote” tile.
2. They tap “Add customer”, search "Olivia", and pick Olivia Bennett from the results. Ships to shows her saved home address.
3. They tap “Add product / fee”, tap the Templates chip, and tap Linden Sofa (made to order, from $3,200).
4. On the item screen, they choose Fabric → Sage Velvet (+$350) and Cushion Fill → Feather Blend (+$250). Price each shows $3,800. Vendor is already Atelier Homeworks. They tap “Add to quote”.
5. They tap “Add product / fee”, then “Add a fee”, and tap White Glove Delivery ($250) under Saved fees.
6. In Special notes, they type "Third-floor apartment, elevator available."
7. Mark as Quote is on. They tap “Create Quote”. The quote total is $4,050 before tax, and the quote opens on the order screen, where they tap “Show QR to Sign” so Olivia can review it on her phone.

Important Notes & Tips

Search for the Customer Before Creating a New One

Search by name or email before tapping New customer. Duplicate customers make reporting harder in Shopify and in OrderPilot.

Use Fees for Extras, Not the Base Price

Add delivery, installation, or other services as fees rather than raising the item's price. The customer sees a clear breakdown, and your team can see what was charged for the product itself.

Out-of-Stock Products May Be Hidden

If your store turns on Hide out-of-stock products on POS, Shopify products with no stock at your location don't appear in the picker or in scans. If a product seems to be missing, check its stock at your location or ask an admin about the setting.

Review the Summary Before You Create

A quick look at the items, fees, discount, and total on the right takes a few seconds and catches mistakes before the customer sees the quote.

Need Help?

Want a walkthrough of the POS quote flow, or not seeing a product or template you expect? Reach out to us at support@bevycommerce.com, and we'll help you get your register ready.