Quotes & Payment Link in Shopify

OVERVIEW:

Use this document to create and send quotes (and/or payment link) to direct consumers.

04/15/2022 For the meantime, business quotes and credit card payments will also be processed in Shopify until further notice.

Shopify > Customer Account > Create Order

FIRST STEP

Before creating an order, make sure that the customer is already in Shopify, if they are not, customers will have to be added manually.
Customer information such as shipping has to reflect on the quote before sending to the customer.

FOR BUSINESS CUSTOMERS (B2B)

Click Create Order

2. Add Products

3. Edit quantity if applicable

4. Add the discount if applicable

Via the unit price and not under Payment section

5. Add Fuel and Logistics Surcharge

Refer to our Shipping Calculator in CSM Matrix for the shipping fee
Add Fuel and Logistic cost to the shipping fee
- - E.g., If the Shipping fee is $100 and F&L is $5, total will be $105

6. Do not remove the tax and let the customer know that they need to submit their tax exempt certificate for us to officially remove taxes from their invoice

Inform the customer that taxes can’t be refunded if this is not applied initially

Include in your email to customer:

Please take note that this quote is inclusive of tax, please submit your most recent tax exempt certificate so I may remove the taxes.

7. Add client success tagging “CSM” as well as the sales partner’s name to the Shopify draft order

8. Save the quote in PDF format, go back to the customer’s Hubspot account and send the quote together with the W9 document via Email

To save the quote in PDF:, click on More Options > Print with Order Printer Pro > print as PDF

Suggested email template:

Hello (CUSTOMER NAME)

It was nice speaking with you, and thank you for your patience.

As promised, attached is your requested quote. Kindly review all details and let me know if there are any discrepancies, or if you have any questions or clarifications.

I have also attached a copy of W9 in case you need it. If you are going with a different payment method, please let me know so I may send the payment link (if you are to pay via credit/debit card), or the instructions if you choose to pay via check.

Thank you,

(YOUR NAME)

9. If the customer is satisfied and will be paying via credit/debit card, go to Shopify, open the draft order and click on Send Invoice

Change the “From” email address from info@medifyair to your Medify Air email address

Subject: Medify Air Invoice
Custom Message template:

Hello (CUSTOMER NAME)

Kindly review all details and let me know of any discrepancies, or if you have any questions or clarifications. Otherwise, feel free to complete your order by clicking on the “Complete your purchase” button below.

Thank you,

(YOUR NAME)

10. If the customer chooses to pay through PO, refer to the PO and Check Payment Process document

11. Once the order has been paid/processed, save the invoice as PDF and send receipt to customer for their reference.

12. Go back to the customer’s Hubspot > child contact’s page or your outlook and reply to the customer on the original email thread

Suggested Email Template:

Hello (CUSTOMER),

Thank you for completing your purchase! Attached is your receipt for your reference. You should have received an order confirmation with your order number, please let me know if otherwise so I may resend it. You will be sent a separate email once the package has been shipped (within 24-48 hours excluding weekends and Holidays). When you get the tracking information, you can start counting the days — delivery may take 5-7 business days. You may then visit the UPS website to monitor the shipment, or reach out to me so I may check the status for you.

Once you receive the package, please don't forget to sign up for the lifetime warranty. Take note that you have to register the units per SKU/model, using the order number: XXX and just enter the quantity for each SKU/model so all units will be covered. Let me know if you need assistance with this or if you have questions on warranties.

Warranty quick link: https://medifyair.com/pages/warranty

For Technical Support: (888) 258 1008 or email hello@medifyair.com

Thank you and keep safe!

Regards,

CONSUMER (PERSONAL USE)

Click Create Order
Add Products
Edit quantity if applicable
Add the discount if applicable

- - Via the unit price and not under Payment section

Do not add shipping costs
Starting 06/13/2022 (until further notice), there will be Fuel and logistic fees for every order

Add shipping and tick Fuel and Logistics Surcharge (this is 5% of their shipping fee which is automatically computed by the system)

7. Always ask if the customer is tax-exempted even if they are not ordering for business; Some states offer tax-exempt status to regular consumers. Inform the customer that they need to submit their tax exempt certificate for us to officially remove taxes from their invoice

Inform the customer that taxes can’t be refunded if this is not applied initially

8. Add Client Success tagging in Shopify “CSM-DTV”

If the customer prefers to order online, walk them through and once order has been placed, find order in Shopify and add CSM tagging

9. If the customer is satisfied and ready to pay via credit/debit card payment, click on Send Invoice

10. Change the “From” email address from info@medifyair to your Medify Air email address

Subject: Medify Air Invoice
Custom Message template:

Hello (CUSTOMER NAME)

Thank you,

(YOUR NAME)

THE CUSTOMER WISHES TO RECEIVE THE PAYMENT LINK ON A DIFFERENT EMAIL ADDRESS

You may inform them that they may simply forward the email as the link will still be accessible.

You may also change the email address on Shopify order and click Resend invoice.

Inform the customer that whatever email address is on the order, all updates associated with the order will be sent to that email address.

Email address can be changed per order without changing the email address on the customer’s main account

When changing the address on the order, make sure the box for “Update Customer Profile” is not checked, unless they want to change the email address on the main account.

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