Process your B2B orders in Shopify
Applies toShopify
How an order arrives depends on how the buyer pays. Card orders go through the Shopify checkout and arrive paid. Pay on Account and Pay by Invoice orders arrive as draft orders (opens in a new tab), so you can change them before you take payment and fulfil.
Before you start
- Your customer groups' payment methods set. See Choose which payment methods a customer group can use.
- Access to Orders in your Shopify admin, including Drafts.
- A test order to work through, for example one placed with Try it out using Pay by Invoice.
Handle an order
Find the order
| The buyer chose | Where the order is |
|---|---|
| Pay Online by Card | In your Shopify Orders, paid. |
| Pay on Account or Pay by Invoice | In Orders,Drafts (opens in your Shopify admin in a new tab). In SparkLayer, it shows as Awaiting merchant until it's completed. |
| Pay Online by Card, chosen by a sales agent or a company user | In Drafts. Shopify emails the buyer to complete payment. |
Every B2B order has the b2b tag, so you can filter by it. See How orders arrive in your store.
Get told about new draft orders
Shopify doesn't notify you about new draft orders. Set up an email alert with Shopify Flow, so someone knows to review each one. See Get email alerts for new draft orders.
Review the draft order
Open the draft and change anything you need before you complete it, such as quantities or the shipping cost. To change shipping, see Change shipping costs after an order is placed.
Complete it and take payment
Choose how you'll be paid:
| To | Do this in the draft order |
|---|---|
| Send the buyer a payment link | Send the invoice. The buyer gets an email with a Complete your purchase button. When they pay, the order moves to Orders, marked as paid. Click Resend invoice if they haven't paid. |
| Record a payment you've taken another way | Use Collect payment to mark it as paid. |
| Give the buyer time to pay | Add payment terms. Pay on Account orders arrive with their terms already filled in. |
See Send invoices from your store and Shopify's guide to accepting payment (opens in a new tab).
Automate the routine parts
Optional. If you don't need to change orders before completing them:
- Complete drafts automatically: turn on Auto-complete draft orders at
SparkLayer Wholesale,Integrations,Platform,Shopify order actions (in your Shopify admin) and click Save. See Complete draft orders automatically. Take the 1-minute tour. - Mark orders as paid automatically: import our Mark order as paid or Mark Payment on Account order as paid workflow into Shopify Flow. See Order workflows.
Auto-completed orders can't be edited
Because of a Shopify limitation, orders completed by Auto-complete draft orders can't be edited afterwards. Shopify shows "Unable to edit order".
Give the buyer their invoice
With Invoices on at SparkLayer Wholesale,Settings,Configurations,Quotes and invoices (in your Shopify admin), SparkLayer creates a PDF invoice once the order reaches Processing. The buyer downloads it with View & Download Invoice on the order in My Account. Draft orders get one when they're completed. See Invoices and When invoices are available.
Then fulfil the order in Shopify as you would any other.
Check it worked
Work through your test order:
- It's in Orders > Drafts, and shows as Awaiting merchant at SparkLayer Wholesale,Orders (in your Shopify admin). Take the 1-minute tour.
- Once you complete it, it moves to your Shopify Orders.
- In the buyer's My Account, its status changes from "Awaiting merchant", for example to "Processing", and View & Download Invoice appears if invoices are on.
If something's not right
- An order isn't in your Shopify orders. It's probably a draft. See Orders don't show in your Shopify orders.
- Shopify says "Unable to edit order". The order was auto-completed. See "Can I edit orders?" in Shopify FAQs.
- The buyer sees "Awaiting merchant". That's expected until you complete the draft. See Orders show as "Awaiting merchant".
- The buyer can't download an invoice. See I can't download an invoice.
Next steps
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