Settings Overview
Settings is where you shape OrderPilot around your business. Every setting lives on one page, with a menu on the left that groups the sections by what they control. If you know the name of a setting but not where it lives, you can search for it.
This article explains how Settings is organized, what each section does, and where to find settings that used to sit on the old General, Product Template, Custom Attributes, and Brands tabs.
How to Open Settings?#
Step 1: From the OrderPilot dashboard, click “Settings” on the right of the navigation bar.
Step 2: Select a section from the menu on the left. The section opens on the right, with its name and a short description at the top.
Settings opens on Order defaults the first time. You can collapse or expand any group by clicking its heading. Hover over a section name, then hover over the question mark next to it to see what that section does.
Note: On a narrow screen, the left menu becomes a Settings section dropdown at the top of the page.
How to Search Settings?#
You don't need to know which section a setting is in.
Step 1: Click “Search Settings” in the navigation bar. It's available on every page.
Step 2: Type the name of the setting, for example “numbering”, “out of stock”, or “danger zone”.
Step 3: Click a result to open that section.
If you search for something that isn't a setting, such as product templates, the results show where it lives under Elsewhere in the app.
Saving Your Changes#
When you change a setting, Shopify's save bar appears at the top of the page. Click “Save” to apply the change for your whole store, or “Discard” to undo it. If you try to leave with unsaved changes, OrderPilot asks whether to “Stay” or “Discard and leave”.
Some sections, such as Vendors, Categories, and Custom fees, save each item when you click the save button in its dialog instead.
Orders and Quotes#
These sections control how quotes and orders behave.
| Section | What it controls |
|---|---|
| Order defaults | Stock behavior, document numbering, vendor rules, discounts, auto-save, and customer payment for new orders. See Order Defaults below. |
| Review rules | Whether new quotes and orders need approval before they can go ahead. See Review Rules below. |
| Custom fees | Reusable fees and surcharges, such as delivery or installation, that you add to an order. See Custom Fees. |
| Order status | The workflow statuses quotes and orders move through, which statuses customers see, and which send a notification. See Create Order Statuses. |
| Quote rules | Which Shopify catalog products customers can add to a quote request from your online store. See Quote Rules below. |
| Order attributes | Fields collected on the quote or order as a whole, not on product lines. See Order Attributes. |
Order Defaults#
Order defaults holds the store-wide defaults for new quotes and orders. It's organized into cards:
| Card | Setting | What it does |
|---|---|---|
| Selling and stock | Enable selling when out of stock | Shopify catalog products added to new or edited orders are set to keep selling when stock reaches zero. |
| Selling and stock | Hide out-of-stock products on POS | The POS product picker leaves out Shopify products with no stock at the register's location. The admin picker always lists them. |
| Numbering | Order numbering, Invoice numbering, Sales order numbering, Purchase order numbering | Turn on your own numbering for each document type. Set a Prefix, such as ORD-, and OrderPilot counts up from the Next number so two records never share a number. |
| Notifications | (depends on your store) | Points you to Email settings, where customer email notifications are turned on. See Email Settings & Notifications. |
| Vendor settings | Require vendor selection | Staff must choose a real vendor on orders in the admin and on POS. Draft saves are still allowed. |
| Product templates on quotes | Show vendor on product template cards | Shows the vendor on template cards, which helps tell apart templates with the same name. |
| Product templates on quotes | Show optional template fields by default | Optional fields on a template appear on the line as soon as the template is added. |
| Order discounts | Default order discount applies to | Choose Products and fees or Products only as the starting point for a new order discount. Staff can change it on each order. |
| Saving quotes | Auto-save quotes after the first save | After a quote or unpaid draft is saved once, later changes save on their own a few seconds after you stop typing. |
| Customer payment | Customers can pay only after payment is enabled on the order | When this is on, customers can't pay a new quote or order until you turn payment on for it. Sending a payment request also turns it on. Payments you collect yourself are never blocked. |
Note: The vendor label follows your shop's terminology setting. If you renamed "Vendor" to "Supplier" under PO defaults, the Vendor settings card and its setting use your term.
Review Rules#
Review rules decides whether quotes and orders go to the review queue.
- Default review flag: When this is on, new quotes and orders start with Requires Review turned on. It is off on a new store.
- Require review for all orders: When a customer signs a quote, it goes to the review queue as Pending Quote before it becomes an order, even if it isn't flagged Requires Review.
For how reviewers approve, reject, or request changes, see Review Quotes/Orders.
Quote Rules#
Quote rules controls which Shopify catalog products show Add to Quote on your online store. Until you add an active rule group with at least one include condition, every catalog product can be quoted. Use “Add Group” to create a group, and choose whether products must match ANY group (OR) or ALL groups (AND).
Catalog#
These sections hold the building blocks of your product templates. The templates themselves live under Products in the navigation bar.
| Section | What it controls |
|---|---|
| Options | The options you attach to product templates, such as Fabric or Wood Finish. Tabs: Options, Bundles, Defaults, and Archived. See Create Options. |
| Categories | The category tree that groups your templates, up to three levels deep. See Create Categories. |
On the Defaults tab of Options, you can set the Default type for new custom attributes and the Name prefix used for add-on products in Shopify. The prefix, Add-On: by default, tells staff that an add-on product isn't sold on its own. See Products & Shopify Sync.
Purchasing#
These sections control purchase orders and costs.
| Section | What it controls |
|---|---|
| PO defaults | Hide price by default on purchase orders, and Vendor Label Terminology, where you can rename "Vendor" across the app (for example, to "Supplier"). |
| Costing | How received stock is costed, how charges like freight are split, and whether OrderPilot keeps Shopify's Cost per item up to date. See PO Costs & Landed Cost. |
| Vendors | The suppliers behind your products, and where purchase orders are sent. This section takes your vendor term as its name. See Create Vendors. |
Costing at a Glance#
- How stock draws its cost: Moving weighted average (recommended), FIFO, or LIFO.
- Charges: the Default split method for charges like freight and duty, plus Purchase tax is not part of landed cost, Record the exchange rate on each receipt, and Show cost on the order page.
- Shopify: Keep Cost per item updated for stocked products, and what to do When the cost was changed in Shopify.
Shop#
These sections hold store-wide details and account settings.
| Section | What it controls |
|---|---|
| Locations | Your Shopify locations and the details each one shows on documents. It's called Brands and locations when brand grouping is on. See Brands & Locations. |
| Business details | Your Company name, Support email, and Store logo. These appear on customer documents and emails, and a location or brand falls back to them. |
| Email settings | Your sending domain, email templates, customer notifications, default CC addresses, and sent email activity. See Email Settings & Notifications. |
| Vendor label | Rename "Vendor" to your preferred term across the whole app. See Vendor Label below. |
| Warranty settings | The warranty cover for what you sell, and the extended warranty plans you offer. See Warranty & Serial Numbers. |
| Staff permissions | Who can be credited as a salesperson, and who can change salespeople. See Salespeople & Staff Permissions. |
| Billing | Your plan, monthly price, and next billing date. See Billing below. |
| Customer data | GDPR data requests, manual data exports, and customer redact. See Customer Data below. |
| Remove OrderPilot data | Remove all OrderPilot-managed Shopify data before uninstalling. See Remove OrderPilot Data below. |
| Advanced | Brand grouping and resetting your settings. See Advanced below. |
Vendor Label#
The Vendor label field lets you rename "Vendor" to the term your business uses — for example, "Supplier" or "Manufacturer". The label you enter propagates throughout the UI wherever "Vendor" appears: section headings, table columns, PO defaults, order line cards, and search filters. The default is "Vendor".
To change it, go to Settings → Shop → Vendor label, type your preferred term, and save.
Note: The label is display-only. It doesn't affect data stored in Shopify or OrderPilot — only the wording shown to your staff.
Billing#
Billing shows your plan (OrderPilot Professional), whether you're on a Trial or Active, your monthly price, and your next billing date. The price is $60 per month for each active location in your store.
To cancel, click “Cancel subscription” and confirm with “Yes, cancel”.
Note: Cancellation takes effect immediately. You lose access to OrderPilot right away, and any remaining trial days are forfeited. Download any documents you want to keep before you cancel.
Customer Data#
OrderPilot handles Shopify's three mandatory GDPR webhooks automatically. No setup is needed; the webhooks are registered when the app is installed.
Customer data requests
When Shopify sends a customer data request — for example, when a customer exercises their right of access — OrderPilot packages the customer's order history, quotes, and notes into a downloadable JSON file. The request appears under Requests from customers in Settings → Shop → Customer data. Click “Download file” and send the file to the customer within 30 days. The file includes their details and addresses, their orders and quotes, support conversations, and the messages sent to them.
Staff can also trigger a manual data export for an individual customer directly from their customer profile page, without waiting for a Shopify-initiated request.
Customer redact
When Shopify sends a customer redact request (typically 48 hours after a customer requests deletion), OrderPilot removes the customer's personal data — name, email address, and postal address — from its records. Financial records for their orders are preserved, as required by Shopify's data protection policy.
Shop redact
When a store uninstalls OrderPilot and Shopify sends a shop redact request, OrderPilot removes all data associated with that shop from its systems.
Note: Only store owners and admin-level staff can view and download customer data request files.
Remove OrderPilot Data#
The Remove OrderPilot data section in Settings → Shop lets you clean up all OrderPilot-managed data from your Shopify store before uninstalling the app.
What it removes:
- Template and option products created by OrderPilot
- Spec metaobjects
- Designer and Finish metaobject definitions
Important — run this before uninstalling the app. If you uninstall OrderPilot first, it can no longer remove this data, and orphaned products and metaobjects will remain in your Shopify store. You would need to delete them manually.
To start the removal, click “Remove OrderPilot data” and confirm. The operation is queued as a background job. A banner on the page shows progress and confirms when it is complete.
Note: This action is only available to store owners and admin-level staff. It cannot be undone.
Advanced#
Advanced has two cards:
- Locations and brands: the Enable brand grouping checkbox. Turn it on to group your Shopify locations into brands. See Brands & Locations.
- Danger zone: “Reset settings” returns all of OrderPilot's settings to their default values. Confirm with “Reset Settings”. This can't be undone.
Note: Reset settings changes your settings only, such as order defaults, review rules, numbering, business details, and brand grouping. It doesn't delete your quotes, orders, products, options, or vendors.
Where Did It Move?#
If you used OrderPilot before Settings was reorganized, use this table to find settings from the old tabs.
| Old location | Setting | Where it is now |
|---|---|---|
| General tab | Default review flag, Require review for all orders | Review rules (Orders and quotes) |
| General tab | Enable selling when out of stock | Order defaults (Orders and quotes), Selling and stock card |
| General tab | Company name, Support email, Store logo | Business details (Shop) |
| General tab | Enable brand grouping | Advanced (Shop), Locations and brands card |
| General tab | Hide price by default in PO workbench | PO defaults (Purchasing), as Hide price by default on purchase orders |
| General tab | Save Settings / Discard Changes buttons | Shopify's save bar at the top of the page |
| General tab | Reset Settings | Advanced (Shop), Danger zone. It now resets all settings, not just the General ones. |
| Product Template tab | Product templates | Products in the navigation bar. Click “Add template” to create one. |
| Custom Attributes tab | Fields on product lines | Options (Catalog) |
| Custom Attributes tab | Fields on the whole order | Order attributes (Orders and quotes) |
| Categories tab | Categories | Categories (Catalog) |
| Order Status tab | Order statuses | Order status (Orders and quotes) |
| Vendors tab | Vendors | Vendors (Purchasing) |
| Brands or Locations tab | Brands and locations | Locations, or Brands and locations (Shop) |
| Billing tab | Plan and cancellation | Billing (Shop) |
Recommended Setup Order#
If you're setting up OrderPilot for the first time, work through Settings in this order. Each step builds on the one before.
- Business details: Add your company name, support email, and logo.
- Locations: Check your locations, and turn on brand grouping under Advanced only if you run several brands.
- Vendors: Add your suppliers.
- Categories: Create your category tree.
- Options: Build the options your products need.
- Product templates: Go to Products and combine categories, vendors, and options into templates.
- Order status and Email settings: Map out your workflow, and set up customer emails.
- Order defaults and Review rules: Fine-tune numbering, stock, and review behavior.
Important Notes & Tips#
Settings Apply to the Whole Store#
Settings aren't per user. A change you save applies to everyone on your team, in the admin and on POS.
Can't Find a Setting?#
Use “Search Settings” in the navigation bar. It searches the names of individual settings, not just section titles.
Need Help?#
Need help setting up options, categories, templates, or other settings? Reach out to us at support@bevycommerce.com, and our team will help you get everything configured correctly.