Streamline Your Invoicing Process for Shopify

Table of Contents

1. Introduction
2. What is a Draft Order?
3. Setting up a Draft Order
   1. Accessing the Order Page
   2. Adding Products to the Order
   3. Applying Discounts
   4. Adding Customer Information
   5. Adding Notes to the Order
4. Sending an Email Invoice
   1. Editing the Invoice Template
   2. Reviewing the Email
   3. Sending the Email Notification
5. Handling Payment for Draft Orders
   1. Marking the Draft Order as Paid
   2. Moving the Order to the Orders List
6. Fulfilling the Order
7. Conclusion

How to Set up and Manage Draft Orders in Shopify

In this article, we will guide you through the process of setting up and managing draft orders in Shopify. Draft orders are useful when you need to create a custom invoice for a customer over the phone or for special cases where customers cannot place orders through your website. By using draft orders, you can quickly put together an invoice, apply discounts, and send it to the customer while still on the call. This allows you to capture sales even when customers are not able to complete the purchase online.

1. Introduction

When running an e-commerce business, there are often situations where customers may not be able to place orders directly through your website. Examples include customers calling in for bulk purchases or when customers are unable to access a computer to make an online purchase. In such cases, draft orders come in handy. A draft order is essentially a customer service order that allows you to create and send invoices to customers quickly.

2. What is a Draft Order?

A draft order in Shopify is an order that you manually create within your Shopify dashboard. It is not created through the regular checkout process on your website. Draft orders are helpful in situations where you need to customize an order for a customer, apply discounts, and send an invoice to capture the sale. By using draft orders, you can easily handle phone orders or cater to customers who require personalized invoicing.

3. Setting up a Draft Order

3.1 Accessing the Order Page

To create a draft order, go to your Shopify dashboard and navigate to the "Orders" section. Underneath the "Orders" tab, you will find a tab labeled "Drafts." Clicking on this tab will take you to the draft orders page.

3.2 Adding Products to the Order

Once on the draft order page, click on "Create Order" in the top right-hand corner. This will open the order page where you can search for the products you want to add to the order. Simply start typing the name of the product in the search field, and Shopify will automatically populate the list of matching products. Select the desired product and specify the quantity.

3.3 Applying Discounts

If you want to offer a discount for the draft order, you can easily do so on the order page. In the order summary, click on the "Add discount" button and enter the discount amount. You can also provide a reason for the discount, such as a bulk purchase discount. Applying the discount directly to the order eliminates the need for the customer to enter a discount code during checkout, ensuring a seamless customer experience.

3.4 Adding Customer Information

To proceed with the order, you need to provide customer information. You can either create a new customer profile or select an existing customer from your Shopify database. If the customer is an existing one, their shipping address will be automatically populated. You can also add custom notes to the order, such as any specific requests or additional information provided by the customer.

4. Sending an Email Invoice

Once the draft order is set up and all necessary details are filled in, you can choose to send an email invoice to the customer. Click on the "Email Invoice" button to initiate the process. A popup window will appear, allowing you to add a custom message to the customer along with the invoice. You can edit the email templates in the notifications section of your Shopify settings. After reviewing the email, click on "Send Notification" to send the invoice to the customer.

5. Handling Payment for Draft Orders

5.1 Marking the Draft Order as Paid

In cases where customers cannot make a payment online or face issues with their credit cards, you can arrange an alternative payment method. Once the payment is received from the customer, you can mark the draft order as paid within your Shopify dashboard. This action will move the draft order to the regular orders list.

5.2 Moving the Order to the Orders List

After marking the draft order as paid, it will be transferred to the orders list in your Shopify dashboard. At this point, any fulfillment processes you have set up, such as connecting to drop shippers or triggering fulfillment apps, will be activated. You can then proceed with fulfilling the order according to your regular workflow.

6. Fulfilling the Order

Once the draft order has been moved to the orders list and marked as paid, you can process it like any other order in Shopify. Follow your regular workflow for order fulfillment, which may involve packaging the items, creating shipping labels, and arranging for pickup or delivery. Ensure you communicate with the customer regarding the status of their order and provide tracking information if applicable.

7. Conclusion

Draft orders provide a convenient way to handle custom orders and cater to customers who can't complete purchases through your website. By following the steps outlined in this article, you can easily set up, manage, and fulfill draft orders in your Shopify store. Whether it's accommodating bulk purchases, offering personalized discounts, or providing an alternative payment method, draft orders enable you to provide excellent customer service over the phone.

FAQ: Q: Can I apply discounts to draft orders? A: Yes, you can apply discounts to draft orders directly on the order page. Simply click on the "Add discount" button and enter the discount amount.

Q: How can I send an email invoice for a draft order? A: After setting up the draft order, click on the "Email Invoice" button. You can then customize the email message and review before sending the notification to the customer.

Q: What happens after marking a draft order as paid? A: When you mark a draft order as paid, it will be moved to the regular orders list in your Shopify dashboard. From there, you can proceed with order fulfillment as usual.

Q: Can I use draft orders for phone orders? A: Yes, draft orders are especially useful for phone orders. You can quickly create custom invoices and email them to customers while on the call.

Q: How do I fulfill a draft order? A: Once a draft order is marked as paid and moved to the orders list, you can fulfill it like any other order in your Shopify store. Follow your regular workflow for packaging, shipping, and providing tracking information to the customer.