Creating a new order from the admin

You can create orders and send invoices directly from the Orders page of your Shopify admin. This lets you handle purchases in a few different ways. You can:

  • create new orders and enter credit card payments in Shopify for sales you've made by phone, in person, or elsewhere
  • 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
  • manually re-create mistaken orders from any of your active sales channels
  • sell products at discount or wholesale rates
  • take pre-orders.

Create a new order

There are a few different ways to set up a new order. You can send an invoice to your customer, receive payment (or enter credit card information) right away and complete the order, or save the new order as a draft and resume working on it later.

To create a new order:

  1. From your Shopify admin, click Orders (or press G O):

    Orders

  2. Click Create order. From here, you can set up your order. Each order can include:

  3. After you've set up the contents of your order, you can:

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.

Add products

To add products to your order:

  1. In the Order details section, either enter the name of the product you want to add to your order, or click Browse products to view a list of your store's products and collections. You can also create a custom item for this order by clicking Add custom item instead:

    Draft order details

  2. Use the checkboxes to select individual products or variants:

    Draft order product picker

  3. After you've added the products that you want to include in the order, click Add to order.

    Note

    To add another product to the order, use the search bar again to select a product or create a custom item. To remove a product that you've added to the order, click the Remove item icon beside it in the Order details section.

  4. If you want to put the products included in an invoice or a draft order on hold, then click Save draft. This reserves any items that have inventory tracking enabled, but doesn't adjust their actual inventory levels in your Shopify admin.

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. Item discounts and order discounts are both applied to the total price of the order—be careful not to duplicate the discount.

To apply a discount to a specific item:

  1. Click the price beside the item's name in the Order details section:

    Item discount

  2. Set the discount by a currency amount, or a percentage of the listed price:

    Set item discount

  3. If you want to cite a reason for the discount, you can enter it in the Reason text box.

  4. Click Apply.

To apply a discount to the entire order:

  1. Click Add discount:

    Add discount entire order

  2. Set the discount by a currency amount, or a percentage of the total price. This discount will be applied on top of any item-specific discounts.

    Discount entire order

  3. If you want to cite a reason for the discount, you can enter it in the Reason text box.

  4. Click Apply.

Add shipping

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

To add a shipping rate:

  1. Click Add shipping:

    Add shipping order

  2. Select a shipping rate option:

    Add shipping option

    Note

    To use a location-based shipping rate, you first need to add a customer and a shipping address to your order. After you've added a customer, you can choose from the shipping rates you've created on your store's shipping settings.

  3. If you selected Custom, then enter the Custom rate name and the shipping rate.

  4. Click Apply.

Add or remove taxes

By default, new 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. If you're using Shopify POS, then taxes are based on your store's primary location for all orders that don't include a customer's shipping or billing address.

To add or remove taxes from the order:

  1. Click Taxes:
    Orders add tax
  2. Select the Charge taxes checkbox.
  3. Click Apply to save your changes, or Close to cancel.

Add or remove a customer

Note

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

To add a customer to your order:

  1. In the Find or create a customer section, start entering the name of an existing customer or enter the name of a new customer:

    Draft order add customer

  2. Click the customer to assign them to the order.

  3. If you're creating a new customer, then click Create a new customer:

    Order create new customer

  4. Fill in the applicable fields in the Create a new customer form:

    Order create new customer form

  5. Click Save customer.

  6. Click Save on the order page.

Note

Any customer you create will be added permanently to your Shopify admin.

To change a customer's contact information or shipping address:

  1. In the Customer section of the order, click Edit next to the customer's email, shipping address, or billing address:

    Order quote edit customer

  2. Make any required changes.

  3. After you're done, click Apply changes.

To remove a customer from your order:

In the Customer section of the order, click the ˟ icon:

Order quote edit customer

This won't remove the customer from the customer list in your Shopify admin.

Email invoice

An invoice provides the customer with a link to the checkout page for the current order so that he or she can enter billing information, select a shipping method, and submit payment.

To send an invoice:

  1. Click Email invoice in the Order details section:

    Order email invoice

  2. On the Send invoice dialog, enter the message you want to include in the invoice:

    Draft order email invoice

  3. Click Confirm before sending.

  4. In the Send invoice dialog, review your email and click Send notification.

Caution

If you add a product to an order after you email an invoice, then any shipping rates that were calculated for that order won't update automatically to reflect the cost of shipping the new product.

Accept payment

If you're ready to accept payment, select a payment method or payment status. This creates an order on the Orders page in your Shopify admin.

If you aren't ready to accept payment yet, then you can save the order as a draft and accept payment later.

You will have as many as three methods available for accepting payment:

Mark as paid Click Mark as paid if you have already received payment for the current order, or if you are importing a past order from another platform into your Shopify admin. In this case the received amount will not be captured again by your payment gateway.
Mark as pending Click Mark as pending if you are awaiting payment for the current order. When you receive payment for the order, you can mark it as paid from your Orders page. Until then, its payment status will remain as Pending.
Pay with credit card Click Pay with credit card if you already have the required billing information or if your customer is available to enter it directly (their information won't be saved in Shopify). This payment method requires a direct payment gateway, like Shopify Payments: if you process your payments outside of Shopify, then you can't pay with a credit card for manually created orders.

If you’re using Shopify Payments, then you don't pay any transaction fees other than your regular card rate when processing credit card purchases manually in your Shopify admin. If you're using a supported direct gateway instead, then you pay the same 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, you will not incur transaction fees for that order.

Caution

If you receive payments through direct payment gateways other than Shopify Payments, then check with your provider if handling customer information in this way will affect PCI compliance requirements.

Find or complete an existing draft order

To view a list of your draft orders:

  1. From your Shopify admin, click Orders (or press G O):

    Orders

  2. Click Drafts.

  3. From the Drafts page, click the number of the draft order you want to open:

    Draft order list

  4. From the draft order page, you can choose to email an invoice, accept payment, or save the draft again.

    After you accept payment for your draft order, it becomes a new order on the Orders page in your Shopify admin. You can fulfill it in the same way as a regular order.

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