Invoices

Invoicing is a feature that you can control from the Features tab in your App Marketplace. By default, invoicing is enabled, allowing you to generate invoices for marketplace and seller orders.

tip

Invoices are generated with document security. A time-based access token accompanies the document. The customer can access the URL until the token expires.

Permissions

To generate documents on an order, staff members require the "Manage documents" permission assigned through their permission group, as well as the "Manage orders" permission.

Invoice types

There are two types of invoices you can generate, both provide a detailed breakdown of the products, prices, taxes, and shipping:

• Customer invoice: A bill of sale after an order has been finalized.
• Pro-forma invoice: Preliminary bill of sale sent to buyers before a shipment or delivery of goods.

Generate a customer invoice

Customer invoices can be generated for marketplace orders or seller orders. Each invoice is generated a unique invoice number automatically.

Steps

1. Go to the order you want to generate an invoice for.
   
2. In the Documents section, select Create.
3. In the Create Documents window, select Customer Invoice.

Result

Once the invoice has been generated, an "Invoice Generated" success notification appears.

Generate a pro-forma invoice

Pro-forma invoices can only be generated from quote orders.

See Quote Orders for instructions on generating a pro-forma invoice.

Send an invoice to the buyer

After generating an invoice, you can review it to ensure accuracy. Once you are done reviewing, select the Finalize button beside the invoice in the Documents section, then select the Send button.

This will trigger the "Invoice Ready" email notification to the buyer with a link to view the invoice.

Refresh an invoice

Refreshing an invoice allows you to update it with the latest order details while keeping the same invoice number. This feature is also helpful if the original invoice was created with an incorrect template.

Steps

1. Open the order for which you need to refresh an invoice.
2. Locate the invoice in the Documents section.
3. Select the More actions dropdown, then select Refresh.

Result

Once the invoice has been refreshed, an "Invoice Refreshed" success message appears.

Generate tax ID on invoice

The marketplace tax number is automatically inserted into the invoice header if it is available when generating the invoice.

To ensure the tax number is populated, you must fill in the Tax identification number field for the seller who corresponds to the marketplace operator.

note

In the API, the tax ID is stored in the seller.identification field.

Automatic invoice generation

You have the flexibility to generate customer invoices manually, triggered by a user action, or configure them to be generated automatically.

Automatic invoice generation is not enabled by default. To enable this feature for your marketplace, you must configure the setting accordingly.

How it works

When a customer places an order with a payment method, the invoice is automatically generated. Generated invoices appear in the Documents section of the marketplace order:

note

The invoice is not automatically sent to users, it is only sent when you click on the Finalize and then the Send link on the invoice to send it to the customer with the "Invoice Ready" email template.

Permissions

You must have the following permissions assigned through your permission group to activate automatic invoice generation:

• Manage marketplace
• Manage settings

• Manage plugins
• Manage apps

Turn on automatic invoice generation

1. Go to Settings -> Apps.
2. Open the Invoicing app.
3. Make sure the Active toggle is turned on.
4. Under Automatic marketplace order invoice generation, select Generate when paid.
5. Select Save.