Orders and mockups

How do I build an order?

1. Press New order (on Home, a company or a location), choose the company and press Start the order.
2. Check the Location and the Buyer: the buyer gets the link, approves and pays.
3. Press Add products for items from your store, or Add custom item, and type each line's Quantity and Price each.
4. Choose shipping, tax and Payment terms in the Payment card, then press Save.

How do I add a mockup or proof to an item?

On the order, press More on the item's line and drop an image or PDF into Mockup (optional): PNG, JPG, WEBP, GIF or PDF, up to 20 MB. Then press Save. Any item can have one, from your store or custom.

The buyer sees each mockup full size on their order page and approves the order and its mockups together.

Can I change a mockup after the buyer has the order?

Yes. Before they approve, replace it on the line, press Save, then Review and update order: the buyer sees the new version. After they approve, press Edit order, change it, press Save, then Review and send changes for approval. The buyer approves again, and only then is the Shopify order changed.

Can a buyer approve only some items or mockups?

They approve the order as a whole, with its mockups. If something needs to change, they press Request changes instead and say what. You change the order and send it again.

Where are mockups and uploaded files kept?

In your store's Shopify Files. Files your customers send with a form are kept there too, and they stay there if you uninstall.

How do I send an order to the buyer?

1. Press Review and create order: Shopify works out the tax and the total, and you see the buyer's page as they will.
2. Press Create order.
3. Press Share, then Copy link, or Email to write to them from your own email app. If the order has a code, send it with the link.

When does the order appear in Shopify?

When the buyer approves it, or you record their approval. It's placed in Shopify with payment pending under its terms, and from then on it goes by its Shopify number, like #1001. Until then, nothing is in Shopify's Orders.

The buyer approved by phone or email. What do I do?

Press Record their approval, type their full name, choose how (By email, By phone or In person) and press Record approval. The order is placed in Shopify as if they'd approved on their page.

Is there a record of what the buyer approved?

Yes. The order's Approval card says which version was approved, by whom, how (on the order page, by phone, by email or in person, and who recorded it) and when. It lists each version with what changed.

The buyer asked for changes.

The order shows Changes requested, their message is in Notes, and a follow-up is due straight away. Change the order, press Save, then Review and update order to send it again.

How do I change an order after it's approved?

Press Edit order, make the changes, press Save, then Review and send changes for approval. The buyer sees what changed and approves again; only then is the Shopify order changed to match. Until they do, the version they approved stands, and Discard the changes goes back to it.

Items already shipped can't be removed, or lowered below what shipped.

How do I give a discount?

Type the lower price in the line's Price each. It's kept as a Custom price, and Use the catalog price puts the catalog's price back. There is no separate discount line.

How do I repeat an order?

Open the earlier order and press Duplicate: a new draft starts with the same items, addresses and terms.

How do I cancel an order or give a refund?

Press Cancel order and type cancel. It's cancelled in Shopify, what was paid through Shopify's checkout is refunded, and the items are restocked. Money received another way (a check, a transfer, cash) is yours to return, and the app tells you how much.

Delete draft or Delete order removes it (type delete). A placed order must be cancelled first.

What do the order statuses mean?

• Draft: being built; the buyer hasn't seen it.
• Waiting for approval: sent; the buyer can approve it or ask for changes.
• Changes requested: the buyer asked for changes; their message is in the order's Notes.
• Approved: placed in Shopify; payment and shipping follow.
• Changes not sent and Changes waiting for approval: an approved order being changed. What the buyer approved stands until they approve the changes.
• Cancelled: cancelled here and in Shopify; nothing is owed.

Payment badges (Payment pending, Partially paid, Paid, Overdue, Refund owed) and shipping badges (Unfulfilled, Partially fulfilled, Fulfilled) are Shopify's own, kept up to date as they change.

What are numbers like L-000001 and C-000001?

Leads are L-000001, companies C-000001, and a company's locations C-000001-01, C-000001-02 (their Location ID in Shopify, unless you give one). Vendors are V-000001 and purchase orders PO-000001. An order is O-000001 until the buyer approves it, then it goes by its Shopify number, like #1001. Search for any of them on Home.