Shopify Invoice: The Comprehensive Guide

What components make up a standout Shopify invoice, and how can you customize them to leave a lasting brand impression? How do different invoice types supported by Shopify align with your business processes, and what advantages does Shopify bring to your invoicing game?

Join us on this journey to master the practical and creative facets of Shopify invoicing. How can you seamlessly track your invoices, ensuring smooth transactions and customer satisfaction? Discover the customization options Shopify offers — an essential element in crafting a memorable brand experience for your customers.

What is a Shopify Invoice?

A Shopify invoice is a document generated by the Shopify e-commerce platform that provides a detailed transaction summary between a customer and a merchant. When a customer purchases a Shopify-powered online store, an invoice is generated and automatically dispatched to the customer. This document serves as a transaction record and includes essential information related to the purchase.

Shopify invoices are typically emailed to customers as part of the order confirmation process. The format and appearance of the invoice can be customized to some extent by the merchant using the Shopify platform, allowing for brand consistency and a professional presentation.There are key components typically found on a Shopify invoice:

• Store information: Brand name, logo, email, phone number, address, etc.

• Invoice information: Invoice number, date and time.

• Customer information: Customer’s name, billing address and shipping address.

• Order summary: List of purchased products (SKU, quantity, prices), taxes, shipping cost and total amount.

• Payment information: Such as credit card, PayPal, Shop Pay or other payment gateways.

• Order notes: Any special instructions or messages provided by the customer or important notes from the merchant.

• Return/refund policy: Details about the store’s policies regarding returns and refunds, providing clarity for the customer.

• Thank you message: A brief thank-you message, expressing appreciation for the customer’s purchase, fostering a positive customer experience.

Different Types of Invoices Supported by Shopify

Shopify primarily supports a standard invoice format that includes essential transaction details. While the platform allows merchants to customize the look and feel of their invoices, there isn’t a native support for multiple types of invoices within the Shopify system. However, merchants can adapt the standard invoice to meet various needs. Here are some common adaptations:

• Proforma invoice: This is an initial bill of sale sent to the customer before the actual shipment of goods. It provides details about the products, their prices, and the total cost, allowing the customer to review and confirm the order.
• Commercial invoice: In international transactions, a commercial invoice is often required for customs purposes. It includes details about the products, their value, and other necessary information for customs clearance.

• Credit memo: A credit memo, or credit note, is used to adjust the total amount owed by a customer. It might be issued in cases of returns, refunds, or corrections to the original invoice.
• Partial payment invoice: A partial payment invoice can be issued when a customer makes a partial payment. It reflects the amount paid and the remaining balance.
• Recurring invoice: For subscription-based businesses, recurring invoices are used to bill customers regularly for ongoing services or products.
• Past due invoice: If a customer fails to make payment within the specified timeframe, a past due invoice may be issued to remind them of the outstanding payment.

How to Create and Send a Shopify Invoice?

There are a few ways to create a Shopify invoice:

Using Shopify’s Built-In Invoice Feature

• Create a draft order: In your Shopify admin, go to Orders > Draft orders and create a new order or open an existing one.

• Add products and customer information: Fill in the necessary details for the order, including the products, quantities, and customer information.

• Send the invoice: In the Invoice section of the draft order, click “Send invoice.” The invoice will be emailed to your customer.

Using Shopify’s Free Invoice Generator

Shopify also offers a free invoice generator tool that you can use to create professional-looking invoices. This tool is a good option if you need a quick and easy way to generate an invoice without installing an app.

Using a Third-Party Apps

Shopify’s built-in invoice feature is primarily designed for creating and sending invoices manually. While you can generate invoices from draft orders and send them individually, there’s no built-in automation for this process.

To automate invoice sending after a customer makes a purchase, you’ll need to use one of the apps from Shopify App Store. A popular choice for creating and managing professional invoices is Avada Order Printer & Invoices, which allows you to easily generate invoices that can be downloaded, printed, or emailed to customers in just a few clicks.

Follow our tutorial to create Shopify invoice with this app:

• Step 1: In the Shopify dashboard, select “App” and look for “Avada Order Printer & Invoices”.

• Step 2: Click “Install” and follow the instruction to link this app to your store.

• Step 3: Choose a template, upload your store’s logo, fill in all the required information. (You can customize the template as you want).

• Step 4: Click “Automation emails”, choose the format you want, fill in all the information then click “Save”.

Once you have successfully created a Shopify invoicing system, you need to monitor it carefully to ensure successful delivery to the customer, and keeping payment records. To view invoice details. click “Order” and choose one specific order to view more details. You can find the invoice number, payment details, and other relevant information within the order details.

Conclusion

From understanding the core elements of a Shopify invoice to exploring advanced customization, you’re now equipped to transform invoicing into a strategic advantage.

Your Shopify invoices are more than transactional records; they’re opportunities to shape brand perception. By embracing customization, you can turn each invoice into a branded experience that resonates with customers.