How can I set up a free samples order system with line manager approval?

Shopify Apps

Topic summary

A user is seeking to implement a free samples ordering system on their Shopify D2C site with the following requirements:

Key Requirements:

  • Staff members need ability to place free sample orders for customers
  • Each order must receive approval from the staff member’s specific line manager
  • Approval process should work via email notification/button click or customer dashboard
  • Want to avoid granting Shopify admin access to approvers
  • Approved orders should process through normal fulfillment workflow

Suggested Solution:
One respondent recommended the Approovly app as a potential solution and offered to help build a custom approval flow if the standard app doesn’t meet the specific needs.

Status: Discussion remains open with one app suggestion provided but no confirmation of implementation or testing yet.

Summarized with AI on October 26. AI used: claude-sonnet-4-5-20250929.
1

Hi Guys,

Looking to add a free samples order system for staff to send to customers via our existing D2C site

We would want specific customers (staff) to be able to place same orders (free) - but would need each individual order to be approved by a line manager (varies by user/customer)

Ideally dont want to give admin access to Shopify, but hopefully via email notification / button click / customer dashboard for approval

Once approved, we would want the order to trigger as normal

2

Hi @DanHoS ,

Have a look at Approovly. If you need a custom flow let me know I can help with that too!

Best,

Sam - Achieve Applabs