Why Use OrderPilot?
Selling custom or made-to-order products on Shopify is rewarding work. But behind every bespoke sofa or custom furniture piece is a tangle of manual steps: order specs written in a notepad, vendor emails with no clear trail, and orders tracked through production in a spreadsheet. By the time it ships, something has gone wrong somewhere.
OrderPilot is built to remove that friction. It brings your entire custom order process into Shopify, from the first quote to final fulfillment, so nothing falls through the cracks.
This article explains the problems OrderPilot solves, its key benefits, and how the subscription works.
The Problem With Custom Order Management#
Shopify handles standard, ready-to-ship products well. But when every order is different, the platform alone is not enough. Most merchants end up piecing together a mix of spreadsheets, email threads, and sticky notes to manage the gaps. The result:
- Order details get captured inconsistently, and mistakes slip through to production.
- There is no structured approval process, so errors are only caught after work has already started.
- Purchase orders are created by hand, which takes time and introduces room for error.
- Customers have no way to check on their order without calling or emailing the store.
- Critical order details get lost when communication is scattered across different tools.
The more orders you take, the harder it gets to manage. OrderPilot replaces this patchwork with a single, structured workflow inside Shopify.
What Makes OrderPilot Different from Other Solutions?#
A few third-party tools address parts of this problem, but few cover the full order lifecycle. Here is how OrderPilot compares to working without a dedicated tool:
| Feature | Without OrderPilot | With OrderPilot |
|---|---|---|
| Product templates with dropdown, swatch, text, number, and image options | No | Yes |
| Internal review and approval of quotes and orders | No | Yes |
| Purchase orders created from customer orders and emailed to vendors | No | Yes |
| Receiving that updates order status and Shopify inventory | No | Yes |
| Custom order statuses with automatic customer emails | No | Yes |
| Digital signature and online payment links | No | Yes |
| Shopify POS extension | No | Yes |
Note: OrderPilot is an embedded Shopify app, so everything runs inside your existing Shopify admin and Shopify POS. There is nothing separate to log in to.
Key Benefits#
Get Up & Running Quickly#
You don't need to build a full catalog before your first quote. When you install OrderPilot, it adds a starter category, a starter vendor, a starter product template, a set of common options, and ready-made custom fees. Your team can start capturing quotes almost right away, then replace the starter data with your own.
Get Every Order Detail Right the First Time#
Product templates and options let your sales reps capture every specification during the sale, from fabric choices to special instructions to add-on pricing. These details stay attached to the quote or order, so nothing relies on memory or handwritten notes. When a manager reviews the order, all the information is right there.
Build a Structured Approval Process#
The built-in review queue lets a manager approve, request changes to, or reject a quote or order before production begins. If changes are needed, the sales rep updates the record without starting from scratch.
Create Purchase Orders From Your Orders#
Create a purchase order for your vendor straight from a customer order, or select several orders at once. Each purchase order pulls in the custom product details. Email it to your vendor from OrderPilot, or download it as a PDF.
Adapt the Workflow to Match Your Business#
Define your own order statuses, decide which ones customers can see, and choose which statuses send the customer an email. Whether your production process has three stages or twelve, OrderPilot maps to the way you already work.
Keep Inventory Accurate Without Extra Work#
Each active product template has one matching product in Shopify, so you can see and sell it in Shopify like any other product. Saving a quote or order never creates new Shopify products. When you receive a purchase order, the stock you received can be added to Shopify inventory, depending on how the purchase order was set up.
Take Orders In Person With the POS Extension#
The OrderPilot POS extension gives your floor staff the same quote and order tools directly in Shopify POS. They can create quotes and orders, take deposits, and print receipts without opening the Shopify admin.
Customers Get a Clear, Professional Quote#
Customers receive a link to review their quote or order, including all custom specifications and notes. They can sign it, pay online, and later follow its progress from their My orders page.
Fulfillment Works Through Shopify's Native Tools#
Once the made-to-order item arrives from your vendor, you fulfill it using Shopify's standard fulfillment workflow. There's no separate system to learn and no duplicate data entry.
How the Workflow Comes Together?#
Here is what the end-to-end process looks like once OrderPilot is set up:
| # | Who | What happens |
|---|---|---|
| 1 | Sales Rep | Creates a quote or order in Shopify POS or the Shopify admin, choosing options for each product. |
| 2 | Production Manager | If the record needs review, reviews it from the review queue. Approves it, requests changes, or rejects it. |
| 3 | Customer | Reviews the quote or order, signs it, and pays the full amount or, on Shopify Plus stores, an online deposit. |
| 4 | Procurement Manager | Creates a purchase order for the vendor and sends it by email. |
| 5 | Procurement Manager | Receives the purchase order when the goods arrive. The customer order moves to Ready to Ship once all its items are received. |
| 6 | Fulfillment Manager | Fulfills the customer order using Shopify's native fulfillment tools. |
Available Subscription#
OrderPilot is available on a single plan. There are no feature tiers or locked capabilities. You get everything the app offers from day one.
- Plan: OrderPilot Professional
- Price: $60 per month for each active location in your Shopify store
What's Included in the Plan?#
- Product templates, options, and order attributes
- Quote and order creation from the Shopify admin and Shopify POS
- Optional review and approval queue
- Digital signature collection and online payment links
- Online deposits and manual partial payments (Shopify Plus stores)
- Downloadable PDFs for quotes, invoices, and purchase orders
- Purchase orders created from your orders and emailed to vendors
- Receiving, inventory updates, and landed cost tracking
- Custom order statuses with customer visibility controls
- Customer emails, email templates, and quote reminders
- Storefront quote requests and customer order tracking
- Warranty settings, extended warranty plans, and serial numbers
- Analytics for quote and order value
- Customer support during EST business hours
How Pricing Works#
You have one subscription, billed by Shopify. The monthly price is $60 multiplied by the number of active locations in your Shopify store. For example, a store with three active locations pays $180 per month. The subscription screen shows the exact amount before you approve it.
The 14-day Free Trial#
You can explore the entire feature set for 14 days before you're charged. The trial includes every feature, including the POS extension and purchase orders. If OrderPilot isn't the right fit, cancel before the trial ends and you won't be charged.
When Your Trial Ends#
When the trial ends, your subscription continues and Shopify starts billing you on your regular Shopify bill. You don't need to take any action to keep using OrderPilot.
Cancellation#
You can cancel at any time from “Settings”, under “Billing” in the Shop group. Cancellation takes effect immediately, and you lose access to OrderPilot right away. Your Shopify orders stay in your store.
Before canceling, download any purchase order PDFs, quotes, or invoices you want to keep.
Is OrderPilot the Right Fit for Your Store?#
Here are a few questions to help you decide:
- Do your products have options that Shopify's standard variants can't capture?
- Do orders need to go through an internal review or approval before work begins?
- Do you purchase materials or products from vendors after receiving a customer order?
- Are you currently managing any part of this process outside Shopify?
If you answered yes to most of these, OrderPilot is built for your workflow. If your orders are mostly standard and don't need custom specifications or vendor purchasing, you may not need everything the app offers.
Let's Get Started#
The free trial is a good place to start. Install the app, work through a test quote with your team, and see how it fits your existing process. See Installing OrderPilot for the steps.
Need Help?#
If you have questions about the plan, the POS setup, or whether the app will work with your workflow, reach out to us at support@bevycommerce.com. We're happy to walk you through the app before you commit.