5. Checkout rules: invoicing, delivery, payment and drop ship
Decide what a dealer order turns into, the smallest and largest order, how dealers get their goods (delivery or pick up), how they pay (on account, card or bank transfer), and whether they can drop ship.
Where it is
Settings for this
- Setup → Orders & invoicing — Invoicing, order limits, delivery, bank transfer, drop ship
- Integrations → Stripe card payments — The Dealer portal switch
- Integrations → Freight carriers
- Settings → Business details — BSB and account number for bank transfer
Who this is for: owners, admins and managers. Only they can change these.
Where to find it
Dealer Portal › Setup › Orders & invoicing. Press Save at the bottom after any change.
When a dealer places an order
Choose one:
| Option | What happens |
|---|---|
| Sales order only (to start with) | Every dealer order arrives as a sales order. You raise the invoice when you accept it. |
| Draft the invoice when everything is in stock | If every line can ship from stock now, a draft invoice is made with the order. You approve it, which sends it to the dealer and to Xero. Anything short stays a sales order. |
What counts as in stock: what's on hand and not already held for other orders. Stock held offsite at a supplier doesn't count. Non-stocked products and kits always need you. The invoice uses the order's prices and the dealer's payment terms, and nothing is sent until you approve it.
Order limits
- Minimum order (ex GST) and Maximum order (ex GST), at the dealer's own prices. Blank means no limit. A pricing tier can set its own (lesson 3), which beats these.
- Per product, when you edit it: Min sale qty, Sold in multiples of (dealer orders round up to whole packs) and Max order qty (the most a dealer can order at once).
- Only Owner and Buyer logins can check out. A Viewer can look but not order.
Checkout: delivery
- Dealers can choose delivery: freight is priced live to their address by every carrier you've connected under Integrations › Freight carriers, plus your freight margin from Settings › Shipping & freight. Dealers see the price, never your cost. Freight goes on the order as a line, and the carrier they chose is ready to book when you dispatch.
- Dealers can choose to pick up: collected from your business address.
- Delivery options shown: Every connected carrier, cheapest first, or Pack to the Future only, when Pack can price it.
Leave at least one of delivery or pick up on. With both off, dealers can't check out.
Checkout: payment
| How they pay | How you turn it on | What happens |
|---|---|---|
| On account | Per dealer: Can order on account on the dealer's Details (lesson 6) | The order goes through on their terms. Their credit limit is checked, freight included |
| Card | Integrations › Stripe card payments: connect your Stripe and switch on Dealer portal | They pay at checkout. The invoice is raised there and then, and shows Paid once Stripe confirms it. Your maximum online amount applies |
| Bank transfer | Dealers can pay by bank transfer on this screen | The invoice is raised at checkout, due today, with your bank details. Send the goods once the money arrives |
The payment line on this screen says whether card payments are on or off for the dealer portal.
Bank transfer needs your bank details. It only shows to dealers when your BSB and account number are filled in under Settings › Business details. If they're missing, this screen says so under the tick.
Checkout: drop ship
Drop ship lets a dealer have an order sent straight to their own customer. You pack it with a blind packing slip: no prices, and the dealer shown as the sender. Drop-ship orders carry a purple DROP SHIP flag everywhere, from the sales order to dispatch.
- Tick Let dealers drop ship to their customers.
- Optionally set a Drop-ship handling fee (ex GST, per order). It's added to each drop-ship order as a "Drop-ship handling" line, on top of freight.
- Set drop-ship prices on your tiers (lesson 3). The box at the bottom lists each tier's drop-ship discount, or warns that no tier has one, which means drop-ship orders are priced like stock orders.
- Every dealer can drop ship to start with. To stop one, untick Can drop ship on their Details.
A drop-ship order is always delivered (never picked up) and can't be saved as a quote.
What the dealer sees at checkout
| You set | The dealer sees |
|---|---|
| Delivery on | Deliver to me, with live freight prices |
| Pick up on | Pick up |
| Drop ship on, and allowed for them | Drop ship to my customer |
| Can order on account ticked for them | On account |
| Stripe's Dealer portal switch on | Pay now by card |
| Bank transfer on, with bank details | Pay by bank transfer |
They can also choose Save as quote instead of placing an order, for you to price first. Lesson 5 of the Orders course covers what you do with each.
What happens by itself
- With Draft the invoice when everything is in stock, the Orders desk shows those orders as Approve the invoice rather than Raise the invoice.
- A card or bank-transfer order arrives with its invoice already raised and approved.
- An order on account over the dealer's credit limit is stopped at checkout, and the dealer is told to pay by card or bank transfer.
- An order under the minimum or over the maximum can't be placed until the cart is within the limits.
Where it ends
Dealers can check out the ways you want, and orders arrive the way you want to work them.
Lesson 5 of 8 in Setting up your dealer portal. Previous: 4. What dealers can see: guardrails, hidden items, groups and the storefront. Next: 6. Adding dealers and their logins.