Creating draft orders

When you need to create an order on behalf of a customer, you can create a draft order in your Shopify admin. You add the customer details and products, and then send an invoice, collect payment, or set payment terms.

When the order is paid for or when you set payment terms, the draft order converts to an order and is listed on your Orders page.

You can use draft orders to sell directly to consumers or to sell to other businesses. If you regularly sell to other businesses, then review all of Shopify's business to business (B2B) features.

Draft orders are useful when you need to do the following tasks:

  • Create an order so you can accept payment for orders that are placed over the phone, in person, or by email.
  • Send invoices to customers to pay with a secure checkout link.
  • Use custom items to represent additional costs or products that aren't displayed in your inventory.
  • Re-create orders manually from any of your active sales channels.
  • Sell products at discount or wholesale rates.
  • Take pre-orders.
  • Save the orders as a draft and resume working on it later. Find your saved draft orders on the Drafts page in your Shopify admin.

If you use Shopify Markets, then the local currency, pricing, duties, and taxes are determined by the market that's associated with the order. When more than one market is enabled, the shipping address of the customer determines the market for the order. You can change the market on a draft order.

Create a draft order

Create a draft order on behalf of your customer and then send them an invoice for the order. By default, the invoice contains a link to a checkout, where your customer can pay for their order.

Draft orders can contain the following information:

Steps:

Add products

Set item or order discounts

If you want to apply a discount to the current order, then you can choose to discount the entire order or just individual items within it. Both item and order discounts are applied to the total price of the order - be careful not to duplicate the discount. Discount codes can't be applied at checkout for orders created as draft order invoices.

Add shipping

If the current order requires shipping, then you can choose a preset shipping rate or create a custom rate.

Steps:

Add tags

You can organize your orders beyond whether they're captured, paid, and fulfilled by adding tags. You can filter orders by tag, and then save the order view for that tag so that you can quickly access those orders in the future.

Steps:

Add or remove taxes

By default, draft orders include taxes based on your store's tax settings and the customer's shipping address. If you don't have a shipping address on file, then taxes are based on the customer's billing address instead.

Steps:

Add or remove a customer

Adding a customer is necessary if you want to use a location-based shipping rate for the current order.

Add a customer to a draft order

Set payment terms for payments due later

Payment terms let you set the date that payment is due on an order. You can set payment terms on draft orders, or you can add them to existing orders that have a Payment pending status.

You can choose from the following options when setting the payment terms:

  • Due on receipt: Use this option to set the payment as due on the date that you send the invoice to your customer.
  • Net term: Use this option to set the payment as due within the specified number of days from the issue date. For example, you can choose Within 30 days, and the payment due date is set to 30 days after the issue date. By default, the issue date is set to the current date, but you can change the issue date after you select a net term option.
  • Fixed term: Use this option to set the payment as due on a specific date.

If an order isn't paid by the due date, then the order status becomes Overdue.

After you set the payment terms, you can send an invoice or accept payment for the order.

Steps:

  1. Open the order from the Drafts page in your Shopify admin.

  2. In the Payment section, select Payment due later.

  3. Select one of the following Payment terms:

    • To set the payment due on the day that you send the invoice, select Due on receipt.
    • To set the payment due within a time duration of an issue date, select one of the Within days options, and then enter the Issue date.
    • To set the payment due on a specific day, select Fixed date, and then enter the Due date.
  4. Click Create order.

If you create a draft order for a customer, then you can share a link to the checkout page for the order so that the customer can enter billing information, select a shipping method, and submit payment. After the customer completes the checkout process using the link, the draft order becomes an order in the Orders page and is automatically marked as Paid.

There are two ways to share checkout links with your customers:

Send invoice

You can send an invoice to your customer with a link to the checkout page. Your customer can use the link in the email to enter billing information, select a shipping method, and submit payment.

If you use Shopify Markets to sell internationally, then the currency on the invoice is determined by the market that's associated with the customer's shipping address. You can change the currency by changing the market.

You can also send invoices for orders with a Payment pending status. In one situation, you can't send an invoice when you set payment terms: If the draft order is in a local currency other than your store currency, then you can only collect payment by credit card or by marking the order as paid.

Steps:

You can create a draft order for customer requests initiated on social media apps, and then share a link to the checkout page with your customer.

Steps:

Accept payment

You can accept payment for draft orders by marking an order as paid if you have already received payment, or by accepting payment by credit card if you have your customer's billing information. When you accept payment for a draft order, it becomes an order on the Orders page.

You aren't charged third-party transaction fees for orders that are processed through Shopify Payments. You pay only the credit card processing fees when processing credit card purchases manually in your Shopify admin.

If you're using a supported direct credit card payment provider instead, then you pay the same third-party transaction fees when processing credit card purchases that you pay for online orders.

If you mark the order as paid and select a manual payment method, such as cash on delivery or bank deposit, then you do not incur third-party transaction fees for that order.

Mark payment as paid

If you've already received payment for the current order, or if you're importing a past order from another platform into your Shopify admin, then you can mark the order as paid. The received amount is not captured again by your payment provider, and an order confirmation email is sent to the customer.

If you use Shopify Markets, then the value for Amount received is the value in the customer’s local currency converted to your store’s currency. The conversion is based on the live currency rate which fluctuates. For reporting purposes, if the amount you received is different than the amount displayed, then update it.

Steps:

  1. Open the order from the Drafts page in your Shopify admin.

  2. Click Collect payment.

  3. Click Mark as paid.

  4. Optional: If the Amount received value is different that the amount that you received, then update the value.

  5. Click Create order.

You can access the order that you created on your Orders page.

Accept payment by credit card

If you have the billing information of your customer, or if your customer is available to enter it directly, then you can accept payment for the order by credit card. This payment method is only available with Shopify Payments.

Steps:

  1. Open the order from the Drafts page in your Shopify admin.

  2. Click Collect payment.

  3. Click Pay by credit card.

  4. Enter the customer's billing and credit card information.

  5. Click Charge to confirm your payment settings and create an order from your draft order.

Local currency on draft orders

If you use Shopify Markets to sell internationally, the local currency, pricing, taxes, and duties are determined by the market that's associated with the order.

The market that's associated with the order is determined by the shipping address of the customer. Adding a customer to the order updates the market and displays your customer's local currency.

On draft orders that display a local currency other than store currency, the foreign exchange rate is calculated when you create the draft order. This rate is fixed and used on the invoice regardless of whether the exchange rate changes. However, if you save the order as a draft and edit it afterwards, then pricing on the whole order is updated with the foreign exchange rate that's current at the time of the edit.

If you want to use different pricing and currency for a draft order, then change the market, but first, review the following impacts of changing the market on an order:

  • Taxes are included or excluded from item prices. For example, orders with a Unites States market exclude taxes from prices, while orders with a Great Britain market include taxes in prices.
  • Tax rates vary by market.

  • Duties fees are calculated for draft orders only if the customer checks out and selects a shipping method. The duties are calculated based on the market for the order. If you changed to a market that doesn't match the customer's shipping address, then duties amounts are still based on the selected market and not on the shipping address.

  • If you use a third-party service to determine the foreign exchange rate for a market, then pricing on an order is determined by the service’s exchange rate. However, the rate that Shopify Payments uses to calculate your payout is based on the market that's selected in Shopify. Therefore, the amount charged on the order can differ from the amount you receive in payment. For more information, refer to currency conversions and exchange rates.

  • Manufacturer Suggested Retail Price (MSRP): If you are obliged to sell a product at the MSRP in a customer’s market, then you could be in breach of contract if you switch markets and use an alternative market price.

Change the market for an order

If you use Shopify Markets, to change the pricing and currency on an order, change the market.

Before you change the market, review the impacts of changing the market on an order and review the following pre-requisites:

  • To see the Market card on an order, a market other than your primary market must be enabled.
  • To change to a particular market currency, that market must be enabled and local currency for the market must be enabled.

Steps

  1. In your Shopify Admin, go to Orders > Drafts.

  2. Select a draft order and open it.

  3. On the Market card, select Change.

  4. Select a country, and then select Change market.

  5. Select Update draft order.

Order pricing is in the customer's local currency except while you're making the following custom changes to the order:

  • If you add a custom discount, then the Discount value displays in store currency.
  • If you add a custom shipping price, then the Price displays in store currency.
  • If you add a custom item, then the Price displays in store currency.

After you make these custom changes, they are displayed on the order in the customer's local currency.

Duplicate an existing order

When you create a draft order, you can save time by duplicating an existing order or an existing draft order. The following scenarios are examples of where duplicating an existing order might be useful:

When you duplicate an existing order or a draft order, a new draft order is created with duplicates of the following information:

  • products - The duplicate line item contains the latest information for that product. If a product has been removed, then it won't appear in the duplicate draft order.
  • custom items
  • customer information - If the customer has been deleted, then a customer is created based on the email, billing, and shipping addresses.
  • email, billing, and shipping addresses
  • notes, note attributes, and tags
  • market

Discounts and shipping rates are not duplicated in the draft order.

Steps:

  1. Open the order (or the draft order) from the Orders page in your Shopify admin.

  2. In the order (or draft order) details page, click Duplicate.

    A draft order is created with the same line items and customer information as the original order.

  3. Do one of the following actions:

If you save your order as a draft, then you can update it later from the Drafts page in your Shopify admin. When you accept payment for your draft order, an order is created for it on the Orders page.

Ready to start selling with Shopify?

Try it free