Draft orders: create, send an invoice and complete

A draft order is an order you build by hand, for example for a customer who orders by phone or chat. You can email them an invoice, then complete the draft to turn it into a real order on the shop. Creating, saving, sending and deleting a draft are written to Shopify when you click them. Completing a draft is Admin only: it waits for an Admin to approve it.

Open draft orders

• In Multi-Store Sync (Shopify admin): open StoreFleet: Inventory Sync → Orders → Drafts. The list is titled Draft orders and has the tabs All, Open, Invoice sent and Completed.
• In the Dashboard: open Orders & Fulfillment → Draft. Filter by status, shop or search by draft number or customer email. The Shop column shows which shop each draft belongs to. Managing drafts needs the Admin or Manager role.

The Dashboard lists only drafts created from StoreFleet. Drafts made directly in the shop’s own admin are not listed there; Multi-Store Sync lists the shop’s drafts.

Create a draft order

1. Click Create draft order (Multi-Store Sync) or New draft order (Dashboard). Create order on the Orders list also starts one.
2. In the Dashboard, pick the shop under Create in shop.
3. Under Items, add products: Add an existing product in Multi-Store Sync opens the shop’s product picker; Add a product from the shop in the Dashboard searches the shop’s products. For anything else, click Add custom item and enter the Item title, Quantity and Price.
4. Optionally add a Discount (Percentage or Fixed amount, with a Reason) and a shipping charge with its Shipping method and price.
5. Fill in the Customer Email, the Shipping address and Billing address, Notes and Tags as needed.
6. Save the draft: in Multi-Store Sync click Save in the save bar; in the Dashboard click Create draft, later Save draft.

You see Draft order created. (Multi-Store Sync) or Draft name created (Dashboard). Totals shows the Subtotal, Tax and Total.

Send the invoice

In Multi-Store Sync: open the draft and click Send invoice. Shopify emails the invoice to the draft’s customer. You see Invoice sent.

In the Dashboard:

1. Open the draft and click Send invoice.
2. Check Send to (email). If the draft has no customer email, enter one.
3. Optionally add a Subject and a Message to the customer.
4. Click Send to email. The email goes out at once and cannot be recalled.

If an invoice was already sent, the Dashboard warns that sending again emails the customer a second time. The draft’s Details card links to the customer’s invoice page.

Complete the draft

Completing turns the draft into a real order. It cannot be undone, and a completed draft can no longer be edited.

In Multi-Store Sync: click Complete draft order and confirm with Complete draft order. Once your workspace has at least one Admin, you see Sent for approval. An Admin approves it in StoreFleet Dashboard → Approvals. and the order is created only after an Admin approves it. If nobody in your workspace uses the Dashboard yet, so there is no Admin, the draft is completed right away and you see Draft order completed. A real order has been created.

In the Dashboard:

1. Click Complete order.
2. Under Payment, choose Mark as paid if the payment has been received, or Payment pending to create the order unpaid.
3. Click Create order.

You see Sent for approval — an Admin approves it in Approvals, with View in Approvals. The order is created only once an Admin approves it, even when an Admin completed the draft.

Delete a draft

Click Delete draft (Multi-Store Sync) or Delete draft order (Dashboard) and confirm. Deleting cannot be undone. In the Dashboard, a draft that already became an order cannot be deleted.