Master the Art of Sending Custom Invoices in Shopify

Table of Contents

1. Introduction
2. What is a Draft Order?
3. Setting up Draft Orders
   • 3.1 Creating a New Order
   • 3.2 Adding Products to the Order
   • 3.3 Applying Discounts
   • 3.4 Selecting a Customer
   • 3.5 Adding Notes to the Order
4. Sending an Email Invoice
   • 4.1 Email Invoice Setup
   • 4.2 Reviewing the Email
   • 4.3 Sending the Email
5. Completing the Payment
   • 5.1 Handling Payment Issues
   • 5.2 Marking the Order as Paid
6. Conversion to Regular Order
7. Fulfilling the Order
8. Conclusion

How to Set Up Draft Orders and Send Invoices in Shopify

Draft orders play a crucial role in accommodating customers who prefer to make a purchase over the phone or require customized invoices. In this guide, we will walk you through the process of setting up draft orders and sending invoices while engaging with customers. By following this step-by-step tutorial, you will learn how to navigate Shopify's order management system smoothly, ensuring efficiency and capturing sales seamlessly.

1. Introduction

In the dynamic world of business, not all customers follow the conventional online checkout process. Some customers may prefer to place orders over the phone or require personalized attention. To cater to these scenarios, Shopify offers a feature called draft orders that enables merchants to create invoices quickly and efficiently. By setting up draft orders, you can cater to a wider range of customer preferences and capture sales effectively.

2. What is a Draft Order?

Before delving into the details of setting up draft orders, let's understand what a draft order is. Simply put, a draft order is a customer service order that allows you to create invoices for customers who are not purchasing through the website. These orders are either created manually or customized as per the customer's requirements. Draft orders come in handy when a customer calls in and needs immediate assistance in placing an order or if you want to upsell similar products to customers while on a call.

3. Setting up Draft Orders

3.1 Creating a New Order To begin setting up a draft order, navigate to the "Orders" section on your Shopify dashboard. Under the "Orders" tab, you will find a subtab named "Drafts." Click on "Drafts" to proceed with creating a new order.

3.2 Adding Products to the Order On the order creation page, click on "Products" to start adding the desired products to the order. Shopify's intuitive search function allows you to quickly find and select the products you wish to include in the order. Specify the quantity of each product and apply any discounts if necessary.

3.3 Applying Discounts As a merchant, you have the flexibility to offer discounts to customers on draft orders. If applicable, enter the discount details and apply them directly to the order without the need for discount codes or additional checkout steps. This makes the purchasing experience seamless for the customer.

3.4 Selecting a Customer In order to proceed with the draft order, you need to associate it with a customer. You have the option to either create a new customer profile or select an existing customer from your database. By selecting an existing customer, their shipping address will automatically populate, saving you time and effort.

3.5 Adding Notes to the Order Utilize the notes section to add any relevant information or instructions pertaining to the order. Customers may request specific details or inquire about bulk discounts, which can be recorded in the notes section for reference and clarity.

4. Sending an Email Invoice

4.1 Email Invoice Setup After finalizing the contents of the order, you have the option to email the invoice directly to the customer for payment. Click on the "Email Invoice" button to proceed. The email invoice setup will allow you to add a custom message to the customer, ensuring clear communication and conveying important details about the order.

4.2 Reviewing the Email Before sending the official email invoice, take a moment to review the contents of the email. Ensure that the invoice name reflects the order accurately and consider adding a personalized touch to the email message. The email review feature provides a preview of what the customer will receive, allowing you to make any necessary adjustments.

4.3 Sending the Email Once you are satisfied with the email content, click on the "Send Notification" button to send the email invoice to the customer. Upon receiving the email, the customer can click on the provided link to complete their purchase securely. This eliminates the need to collect credit card information over the phone and ensures a smooth and secure transaction.

5. Completing the Payment

5.1 Handling Payment Issues Occasionally, customers may encounter payment issues or prefer alternative payment methods. In such cases, it is essential to provide proactive customer service and find a suitable solution. Communicate with the customer and finalize an alternative payment method, such as bank transfer or electronic payment. Once the payment is received, proceed to mark the order as paid.

5.2 Marking the Order as Paid To indicate that the payment has been received, navigate to the draft order and click on "Mark as Paid." By doing so, the draft order will be converted into a regular order, and it will seamlessly integrate with your chosen fulfillment processes, including drop shippers or apps triggering order processing.

6. Conversion to Regular Order

Once a draft order is marked as paid, it transitions into a regular order within your Shopify dashboard. At this stage, you can proceed with fulfilling the order as you would with any other regular order. Follow the standard fulfillment process to ensure timely delivery and customer satisfaction.

7. Fulfilling the Order

The fulfillment process involves preparing the order for shipping and delivering it to the customer. Depending on your business operations and logistics, you may use third-party fulfillment services or handle the process internally. Regardless of the approach, Shopify provides the necessary tools and integrations to ensure efficient order fulfillment and tracking.

8. Conclusion

Setting up draft orders and sending invoices in Shopify is a powerful tool for capturing sales and providing exceptional customer service. By understanding the process and following the steps outlined in this guide, you can effectively cater to customers who prefer phone orders or require customized invoices. Embrace the flexibility and convenience that draft orders offer, enhancing customer satisfaction and boosting your business's success.

Highlights:

• Embrace the flexibility of draft orders to cater to customers who prefer phone orders or personalized attention.
• Set up draft orders in Shopify to create invoices quickly and efficiently.
• Easily add products, apply discounts, and select customers for draft orders.
• Send email invoices to customers for secure and convenient payment processing.
• Handle payment issues and proceed with marking orders as paid.
• Fulfill draft orders like regular orders, ensuring efficient shipping and delivery.
• Draft orders provide an excellent opportunity to boost sales and provide top-notch customer service.

FAQs

Q: Can I use discounts on draft orders? A: Yes, Shopify allows you to apply discounts directly to draft orders, making it convenient for both merchants and customers.

Q: How does the email invoice work? A: After setting up the draft order, you can send an email invoice to the customer for secure and convenient payment. The customer receives the invoice via email and can complete the purchase by clicking on the provided link.

Q: What happens if a customer has payment issues? A: In case of payment issues, communicate with the customer to find an alternative payment method, such as bank transfer or electronic payment. Once the payment is received, mark the draft order as paid.

Q: Can draft orders be fulfilled like regular orders? A: Yes, once a draft order is marked as paid, it transitions into a regular order and follows the regular fulfillment process.

Q: Is it possible to add notes to a draft order? A: Absolutely, you can utilize the notes section in draft orders to add any relevant information or specific instructions from the customer.

Q: Can I track the fulfillment of draft orders? A: Yes, Shopify provides tools and integrations to track the fulfillment of draft orders, ensuring efficient shipping and delivery.