PDF invoice on orders

Shoporama can automatically generate PDF invoices for your orders and send them to customers along with the email confirming that the order has been shipped. You can customize the invoice’s content with your own payment terms and footer text.

Enable PDF Invoices

You can enable PDF invoices in your online store’s settings in the admin panel. Once the feature is enabled, Shoporama automatically generates a PDF invoice when an order is marked as shipped. The invoice is automatically attached to the email the customer receives.

Customize the invoice content

You can customize the invoice under Settings in the Invoice tab:

• Payment Terms — Text describing the payment terms that appears on the invoice (e.g., “Payment: Net 8 days”)
• Payment deadline in days: The number of days the customer has to pay. The due date on the invoice is calculated as the invoice date plus the number of days.
• Footer — Additional text that appears at the bottom of the invoice (e.g., business registration number, bank details, or other relevant information)

Due Date and Payment Deadline

The payment terms on the invoice include a due date. It is calculated based on the “Payment deadline in days” field. For example, if you enter “Net 8 days” in the payment terms, enter 8 in the field. This ensures that the due date matches your terms.

• If the field is left blank, the invoice is due on the same day as the invoice date.
• If the order has already been paid, for example by card, no due date is displayed. Instead, the invoice shows that the order has been paid.
• This change applies to invoices created after you save. An invoice that has already been created will not be updated until the order is modified.

When is the invoice generated?

The PDF invoice is generated automatically when the order’s status changes to “Shipped.” The invoice is attached to the email the customer receives notifying them that the order has been shipped. If you use in-store pickup, it is also attached to the emails notifying the customer that the order is ready for pickup and has been picked up. The invoice includes:

• Order number and date
• Customer’s billing address
• Shipping address (if different)
• All order lines with item number, name, quantity, and price
• Sales tax and total amount
• Your payment terms, due date, and footer

Attach additional files

In addition to the PDF invoice, you can attach up to two additional files to the order confirmation—that is, the email the customer receives once the order has been placed. These could include terms and conditions, return forms, or other relevant documents. You upload the files under Settings in the Orders tab, in the “Upload file to invoice.html” field.

Credit Notes

When you create a credit memo for an order, a PDF credit memo is also automatically generated. This is sent to the customer in the same way as the original invoice.

Send the Invoice to Multiple Recipients

If the invoice needs to be sent to an address other than the customer’s own—for example, the accounting department of a business customer—you can add additional invoice recipients for the customer or the customer’s company in the “Additional Invoice Recipients” field. Each will receive their own copy of the emails with the PDF invoice or credit memo attached, while the customer still receives their own email. This only works when PDF invoices are enabled. Read more in “Company Accounts with Multiple Users and Roles.”