Invoices from orders
Create an invoice for every order automatically
The Invoices from orders workflow creates an invoice in your invoicing software for every order of your store. It is set up in the Workflows tab of the connector settings.
When the invoice is created
- Start date: orders placed before this date are ignored.
- Create the document when: the status the order must reach (placed, paid, shipped…). See Conversion trigger.
- Customers to invoice: all customers, businesses only (an order with a company name or a tax ID) or individuals only.
- An order completed from a Shopify draft order can be invoiced up to 3 minutes later, while its estimate is found. See Draft orders.
The invoice created
- Draft: you review and validate the invoice yourself in your software.
- Finalized: the invoice is validated and numbered automatically. Some software only creates finalized invoices; with Pennylane, this status needs the invoice numbering to be set up.
- A finalized invoice can be emailed to the customer and, depending on the software, sent to your approved e-invoicing platform (PA).
- Payment synchronization: see Payment synchronization.
Email the invoice to the customer
Turn on Email the invoice to the customer in the Invoices workflow: each finalized invoice is then emailed to the order's customer email address.
- Available with Abby, bexio, Evoliz, Fatture in Cloud, Odoo, Pennylane, Qonto, Sellsy, Sinao, Teamleader, VosFactures and Zoho: the email is sent by your invoicing software, from your account. With Factecom, Cegid and ACD, Order Invoicer sends it, with the PDF of the invoice it issued.
- With bexio and Sinao, Order Invoicer writes the subject and message in the document language, with the PDF attached (and, with bexio, a link to the online invoice).
- A draft invoice, or an order without a customer email address, is not sent.
- With Sellsy, an invoice sent to the approved platform (PA) is not emailed: your customer has already received it. See E-invoicing with Sellsy.
- Each email uses 1 credit (see Credits).
Document dates
Orders, refunds and draft orders are dated on your store's day, in its time zone: an order placed at 0:30 in Paris on 1 October is invoiced on 1 October, not 30 September.
- Most stores provide their time zone or the order's local date: there is nothing to set.
- When the store doesn't provide its time zone, Order Invoicer uses the Store's time zone chosen in the connector's Advanced tab, otherwise your country's.
- If your country has several time zones and none is chosen, the connector is paused, because your orders can't be dated. Choose the time zone in the Advanced tab: the connector resumes.
Documents already created keep their date.
Advanced options
- Don't invoice orders with a zero total.
- Filter orders by shipping country, by tag, or by customer group (PrestaShop).
- Show the shipping address on the invoice (Sellsy).
- Convert orders whose totals checks fail, or with a non-standard VAT rate.
Invoice only some orders
Two settings limit which orders are invoiced. They combine: an order must meet both.
- Customers to invoice › Businesses only: only orders with a company name or a tax ID are invoiced. On Shopify, orders placed by a company account (Shopify B2B) count as such.
- Filter orders by tag (Shopify, Amazon and Stripe; Growth plan and above): only orders carrying at least one of the tags you list are invoiced, for example
B2B.- The filter reads the order tag, not the customer's. To invoice the orders of tagged customers, copy the customer tag onto their orders, for example with Shopify Flow.
- Case is ignored and one matching tag is enough.
- An order with no tags at all is not invoiced.
- Leave the field empty to invoice every order.
These filters only apply to invoices: estimates, sales orders, delivery notes and accounting entries ignore them.
To record sales to individuals without invoicing them, see Accounting entries for orders.
Test before turning it on
- Pick the Draft status: you review the first invoices in your software before switching to Finalized.
- Set a start date so past orders are not picked up.
- Leave the workflow off and convert a few orders with the Convert Manually button on their page (Launch plan and above). Manual conversion ignores the filters: only use it on orders you want invoiced.
- Every plan starts with a 14-day free trial.
With invoices from shipments
On Shopify, the Invoices from shipments workflow invoices each shipment. With both workflows on, an order can be invoiced as a whole and again for each shipment: keep only one unless you bill both ways on purpose.