Overview
OrderPilot works in two places: a full web app for back-office work and a Shopify POS extension built for your sales floor. On POS, a salesperson can build a quote or order with the customer standing beside them, take a deposit, show a QR code for the customer to sign, and print a receipt, all without leaving the Shopify POS app.
This article explains how the POS extension works, which tiles it adds, what to set up before your team uses it, and which OrderPilot settings change what your staff see on the register.
How Does the POS Extension Work?#
The extension adds tiles to the Shopify POS smart grid. A salesperson taps a tile, does the work, and stays in Shopify POS the whole time. Everything they save goes straight into OrderPilot, so the back office sees the same quote or order in the web app.
Web App (OrderPilot in the Shopify Admin)#
- The full quote and order workflow, including the Review queue
- Purchase orders, receiving, and fulfillment
- Settings, product templates, vendors, and statuses
- Best for admins, production managers, and back-office teams
POS Extension#
- Built for a tablet on the showroom floor
- Create quotes and orders from Shopify products and OrderPilot product templates
- Edit open quotes and orders, take deposits, and print receipts
- Best for salespeople and floor staff
Same Data, Different Screens#
A quote or order saved on POS is the same record your back office opens in the web app. Changes made on either side show up on the other. OrderPilot then sends the quote or order to Shopify in the background, which can take a few seconds. When a POS action needs Shopify to be up to date (for example, taking a deposit), POS waits and tells you while it is still syncing.
Before You Start#
Consider the following questions before you add the tiles:
Is OrderPilot installed and set up?#
Install OrderPilot from the Shopify App Store and finish the basic setup in the web app. See Installing OrderPilot for the full guide.
You don't need a product template to start. POS sells your regular Shopify products as well as OrderPilot product templates. If you sell made-to-order items, set up vendors, categories, options, and product templates first so they appear on the register.
Are your Shopify products available on Point of Sale?#
The POS product picker lists Shopify products that are active and published to the Point of Sale sales channel. A product that isn't on Point of Sale won't appear in the picker or in a barcode scan.
Do your salespeople have Shopify POS staff accounts?#
Each salesperson signs in to Shopify POS with their own staff account. OrderPilot uses that sign-in to credit the sale to them (shown as Sold by on POS) and to fill the Mine tab on the order lists. No separate OrderPilot login is needed.
Note: A staff member appears in the Sold by list once they have opened OrderPilot at least once. Ask new staff to open one of the OrderPilot tiles on their first day.
Is the device ready?#
Use an iPad or phone with the latest version of the Shopify POS app and a reliable internet connection. The extension needs to be online to load products and save quotes and orders.
How to Add the OrderPilot Tiles to Shopify POS?#
A store admin does this once, from a desktop or laptop. After that, every salesperson who signs in to Shopify POS at an assigned location sees the tiles.
Step 1: In your Shopify admin, go to “Point of Sale” under Sales channels, then select “Settings”. Under Customization, select “POS app”.
Step 2: Select the smart grid template you want to edit, or click “Add template” to create a new one.
Step 3: Select the page where you want the tiles, for example Page 1, which is the POS home screen.
Step 4: Click “Add tile”, choose OrderPilot from the app list, and add each tile you want. In this list, the tiles are named by what they do:
| Name in the Add tile list | Tile name on the POS home screen |
|---|---|
| Create new quotes | Create Quote |
| Create new orders | Create Order |
| Manage and view orders from the POS interface | Orders & Quotes |
| Print order receipts | Print Receipt |
Step 5: Click the three dots (...) beside the smart grid template and choose “Assign to locations”.
Step 6: Select All locations or the specific locations that should use this template, then click “Done”.
Step 7: Check the preview, then click “Save” at the top right.
Step 8: On the device, open Shopify POS and sign in with a staff account at one of the assigned locations. The OrderPilot tiles appear on the home screen.
Available Tiles on POS#
OrderPilot adds four tiles to the Shopify POS smart grid.
| Tile | What it opens | Use it to |
|---|---|---|
| Create Quote | A new quote, with Mark as Quote turned on | Price up a sale the customer hasn't committed to yet |
| Create Order | A new order | Record a sale the customer has confirmed |
| Orders & Quotes | Your store's list of quotes and orders | Find, edit, and take payment on any quote or order |
| Print Receipt | A list of orders, each with a Print action | Print a receipt for an order in one tap |
Create Quote and Create Order#
Both tiles open the same screen. The only difference is whether Mark as Quote starts on or off, and you can switch it before you save. See Create Quotes/Orders for the full walkthrough.
Orders & Quotes#
This tile is the hub of the POS extension. It opens a list of quotes and orders for your whole store, not only the register's location, and most POS tasks start here:
- Mine and All tabs: All (the default) shows every quote and order in the store. Mine shows only the ones credited to the staff member signed in to POS.
- Search: Type in Search customer or order # to find a record by customer name or number.
- Create Quote and Create Order buttons: Start a new quote or order without going back to the home screen.
- Status chips: One chip per status, each with a count. The first row shows All and the main statuses; tap More to see the rest. A status you pick from More stays in the first row for the rest of your POS session.
- Rows: Each row shows the customer, the quote or order number with the time it was last changed, a status badge, Signed or Not Signed, a payment badge (such as Paid, Partial Paid, or Unpaid), and the total with the number of items. A Vendor not chosen badge means at least one item still needs a vendor.
- Load More Orders: The list shows 20 records at a time. Tap this at the bottom to see more.
Tap any row to open the order screen. See Edit Quotes/Orders and Collect Payment.
Print Receipt#
Lists your store's orders (quotes are left out) with Mine and All tabs and a search box. Tap an order to send its receipt to the printer connected to Shopify POS. See Print Receipts.
Settings That Change What POS Shows#
These OrderPilot settings affect the register. Most of them are on one page in the web app: go to “Settings”, then select “Order defaults” in the Orders and quotes group.
| Setting | Where | What it does on POS |
|---|---|---|
| Hide out-of-stock products on POS | Order defaults, Selling and stock card | Leaves Shopify products with no stock at the register's location out of the POS product picker and out of barcode scans. When off, they are listed with their stock. |
| Require vendor selection | Order defaults, Vendor settings card | Hides Decide later in the vendor picker. A quote or order can't be created until every item has a vendor, and an edit can't be saved until every new or changed item has one. Save as Draft still works. |
| Show vendor on product template cards | Order defaults, Product templates on quotes card | Shows each template's vendors under its name in the POS product picker, so templates with the same name are easy to tell apart. |
| Customers can pay only after payment is enabled on the order | Order defaults, Customer payment card | Controls whether customers can pay online. It never blocks payments your staff collect on POS. |
| Custom fees | Custom fees in the Orders and quotes group | Your active fees appear under Saved fees when a salesperson adds a fee on POS. |
| Order attributes | Order attributes in the Orders and quotes group | Adds fields to the Quote information or Order information section on POS. Required ones must be filled in before a quote or order is created. |
| Disable Edit on a status | Order status in the Orders and quotes group | Locks quotes and orders in that status on POS. Staff see a message that says so and asks them to contact an admin. |
The vendor setting's name follows your shop's vendor terminology (for example, "Require supplier selection" if you renamed vendors to suppliers). POS itself always says Vendor.
Payment terms on POS come from the payment terms available in your Shopify store, such as due on receipt or net terms.
Which Tiles Should You Add?#
You don't need all four at every location. A store where salespeople only write up sales may need just Create Quote and Create Order. Add Orders & Quotes wherever staff follow up with customers, edit quotes, or take deposits; most stores add it everywhere. Add Print Receipt where a receipt printer is connected to Shopify POS.
Important Notes & Tips#
The List Is Store-Wide#
Orders & Quotes and Print Receipt show quotes and orders from every location, so a salesperson can pick up a quote that was started at another showroom. Use the Mine tab to see only your own.
Each Quote Keeps Its Own Location#
A new quote or order made on POS belongs to the register's location. If someone later edits it on a register at another location, it keeps its original location.
Saving an Order Never Creates a Shopify Product#
Each active product template already has its own product in Shopify. Saving a quote or order on POS adds lines to the order in Shopify; it never creates new products in your catalog.
What's Next?#
- Create Quotes/Orders: Build a quote or order on the floor, with products, options, fees, shipping, a discount, and payment terms.
- Edit Quotes/Orders: Open a saved quote or order, change it, and let the customer sign with a QR code.
- Collect Payment: Take a deposit or full payment with Shopify POS.
- Print Receipts: Print a receipt or a quote from the register.
Need Help?#
Setting up the POS extension for the first time or testing your first POS order? Reach out to us at support@bevycommerce.com, and we'll help you check your setup and tile layout.