Shopify

• Create invoices
• Send invoices
• Accept payments
• More actions
• Other documents
• Taxes

Create invoices

When does Sufio create invoices?

By default, invoices are automatically created by Sufio when orders are placed in your Shopify store; however, you have the option to create invoices based on conditions that are unique for your Shopify store.

If you do not want invoices for your orders to be created automatically, you can create them manually using the admin links in your Shopify admin. This will generate the invoice and provide additional options to view, print, or send it to the customer from your Sufio account.

Invoices can also be created manually in your Sufio account using the New Invoice button. This feature is convenient when creating invoices for orders that don't come from your Shopify store. However, please note that this action won't result in an order being created in your Shopify admin.

Will Sufio generate invoices for previous orders when installed on my Shopify store?

When you install Sufio on your Shopify store, the first synchronization will create invoices for the latest 5,000 orders. Thanks to this, you can access your most recent invoices right after installing the Sufio app.

However, if invoices for more orders need to be created, an additional re-synchronization can be scheduled. To schedule this update, contact our Support team. We'll be happy to help.

Can Sufio create invoices for specific orders only?

Sufio automatically creates invoices for every order in your Shopify store; however, it can be configured to generate invoices only for specific types of orders. These may include orders that are paid, unpaid, fulfilled, or wholesale orders. If you want to change when invoices are generated, reach out to our Support team.

If you're looking for a more advanced solution, schedule a call with our Support team to chat about your specific invoicing needs. Our team will collaborate with you to design a robust workflow for creating invoices that's specific to your business.

What details do Sufio invoices contain?

Sufio invoices include all the necessary information that make an invoice valid and fully-compliant, whether it comes to your B2C or B2B sales.

This information is automatically synced from the order, customer and product data details for the respective order in your Shopify store, to correctly include your customer billing and shipping information, product information, and the total breakdown of the respective prices, taxes, and any discounts that were applied to the order.

Is there a way to include more information on my Sufio invoices?

Sufio can include additional details on the invoices it creates for you, so that they align with your specific requirements. Whether it is the information found in the order, customer, or product data or additional information that needs to be added based on specific conditions.

We are committed to providing a customized invoicing experience. If you need specific invoice details, please let us know and we will do our best to help.

What numbering sequence will my invoices follow?

With Sufio, you can choose whether your invoices will use the same numbering sequence as orders in your Shopify store or a custom numbering sequence.

By selecting the same numbering sequence as order numbers, the automated invoices created from orders in your Shopify store will adopt the same numbering. If you choose to use a custom numbering sequence, independent of the numbers of your orders in your Shopify store, invoices will follow this instead.

Sometimes, prefixes or suffixes are needed to differentiate orders from specific countries, customers or even products. Setting this on the backend of your Sufio account is possible using our powerful automation workflow. To set this up, please let us know and we will do our best to help.

Is it possible to create invoices in multiple currencies using Sufio?

With Sufio, it is possible to create invoices in multiple currencies. Sufio and Shopify Payments work together to generate invoices in the currency your customers used to browse your online store in, with no extra effort required.

If you cannot use Shopify Payments because of country restrictions, you can opt for third-party apps like Coin and Currency Convertor Plus that can be integrated with Sufio.

Is it possible for Sufio to create invoices in multiple languages?

Through integrations with a number of apps, Sufio can provide the option to automatically display the language chosen by your customer in-store. Setting this up will depend on the solution you offer in-store, so it will be best to take a look at our guide on this and see which option is best for you.

If I make changes to invoices, will orders in my Shopify admin reflect these changes?

No, editing an invoice in Sufio will not modify the respective order in Shopify.

If I make changes to orders in my Shopify admin, will invoices reflect these changes?

Updating invoices automatically after changes is not a default setting in Sufio. This is because of legislation in the countries where our users are located. However, if you require updates to be displayed, there are a few options available.

If you need invoices to be updated automatically when orders change, contact our Support team and we will enable this feature on the backend. If you prefer to update invoices individually, simply click the Update this invoice button in your Sufio account.

If I create an invoice in Sufio, will it create an order in my Shopify store?

No, creating an invoice in your Sufio account will not create an order in your online store.

Send invoices

When does Sufio send invoices?

By default, Sufio does not send invoices to your customers automatically until you set it up to do so. With our automated sending feature, you have the flexibility to send invoices for certain types of orders, including paid, unpaid, fulfilled, wholesale, or based on conditions that are unique to your Shopify store.

If you prefer not to send invoices automatically for your orders, you can choose to send invoices manually by clicking on the Send Invoice button. This option provides you with the ability to send invoices either individually or in bulk.

How will I know if emails have been sent to my customers?

Sufio provides an email status for each of your invoices. This status is available in the column next to your list of invoices and will inform you whether an email has been sent successfully, pending, or failed (with steps on troubleshooting failed attempts).

Accept payments

Can Sufio facilitate payments directly through its invoices?

Currently, Sufio can accept credit card payments through its integration with Stripe. With a linked Stripe account, your customers have the option to pay invoices directly through Sufio using their credit card.

If a payment is made using this integration, you'll have to mark the respective order as paid manually in your Shopify admin.

This feature can be used without any additional fees.

Can Sufio send reminders for overdue invoices?

Sufio offers the option to send reminders automatically for invoices that have passed their due date.

To enable the automated sending of reminders:

1. In your Sufio account, go to the Settings → Emails page.
2. Enable the Automatically send reminders for overdue invoices option.
   
3. Click the Edit template button to edit the Invoice reminder email template and include additional information.
4. Save your changes.
   

Please note that at the moment, Sufio only offers sending a single reminder on the day when the payment is due. If necessary, the reminder can be re-sent manually.

More actions

Can I download or print invoices and other documents in bulk in Sufio?

In Sufio, you have the option to print or download both the invoices created automatically from orders in your Shopify store, as well as the ones created manually.

To print or download invoices:

1. In your Sufio account, select invoices you want to print or download.
2. Click the Print or Download button.
3. All your selected invoices will be created as a PDF file.

In case you print or download 10 or more invoices, an archive file containing your PDF invoices will be generated and sent to your email.

Is there an option to export my invoice or other documents' data created in Sufio?

Sufio enables you to export your invoice data in a single CSV (comma-separated values) file easily.

A CSV file is a plain text file that separates data sections with commas for more compact storage. The advantage is that it can work with spreadsheet software like Microsoft Excel or Google Sheets, which makes it possible to transfer data between programs that are not compatible.

To export your documents’ data:

1. Start by selecting all the documents you want to export.
2. Click on the More → Export option from the dropdown menu.
3. A CSV file will be downloaded. If you export data for ten or more invoices, a CSV file will be sent to your email address.

Get in touch with us if you need to add more details in the export, such as payment and line item details.

Can I provide an email address for exported generated data?

By default, the generated download, print, or export files are sent to an email address that has been specified on the Company profile page in your Sufio account. However, it is possible to specify an alternative export email address if required.

To set the export email address:

1. In your Sufio account, go to the Settings → Emails page.
2. In the Advanced settings section, scroll to the Export email card.
3. Enter the email address and save your changes.

From now on, all the generated download, print or export files will be sent to this email address.

In Sufio, can I search for invoices related to a specific customer, product or order?

While Sufio doesn't let you search for invoices or related documents based on a particular customer, product or order, we understand that searching through hundreds of documents is never fun. For this reason, we’ve taken advantage of the available options to make our users’ experience more seamless, and search for these documents directly from your Shopify admin.

To view, download, or print invoices for one order:

1. In your Shopify admin, go to the Orders page and open an order.
2. Click on the More actions admin link and select an option from the dropdown menu:
   • View invoices to preview the respective invoice in your Sufio account.
   • Print Invoices to print the invoice directly from your Shopify admin.
   • Download Invoices to download the invoice as a PDF file.

To view, download, or print invoices for multiple orders:

1. In your Shopify admin, go to the Orders page and select the orders.
2. Click on the More actions bulk actions link and select an option from the dropdown menu:
   • View invoices to preview in your Sufio account.
   • Print Invoices to print as a single PDF file directly from your Shopify admin.
   • Download Invoices to download the invoices as separate PDF files.

Other Documents

Does Sufio issue a credit note when a refund is made my Shopify store?

A credit note document can be created by Sufio for orders that have been paid and have an invoice generated within your Sufio account. To enable the automated creation and sending of credit notes, contact our Support team. We'll be happy to set this up.

Additionally, it is possible to manually generate credit notes from Sufio invoices by accessing the relevant invoice and selecting the More → Create Credit Note button.

What additional documents can be created in Sufio?

Sufio offers more than just invoices and credit notes, including pro forma documents, delivery notes, and quotes. Check our pricing page to see which documents are included in your plan.

Taxes

How does Sufio display and calculate taxes?

When an invoice is automatically created from an order in your Shopify store, Sufio displays taxes that were applied to the respective order. For this reason, as long as the tax settings in your Shopify store are correct, there are no additional steps needed in your Sufio account to ensure that they are included in invoices and that the correct tax name and tax rate are displayed.

When creating invoices manually in your Sufio account, you can manually add the necessary tax rate and Sufio will calculate the tax amount for you.

Why are taxes missing on my Sufio invoices?

If you notice taxes are missing on Sufio invoices created from orders in your Shopify store, it is most likely because your tax settings are not set properly. There are three main reasons why this may occur:

1. Your Shopify store is not set to collect tax,
2. Products in your Shopify store are not set as taxable, or
3. The customer is marked as tax-exempt.

To learn more about these reasons and how to fix them, take a look at our Why are taxes missing on my Shopify orders and invoices? article.

What are the correct Shopify tax settings for sales in the European Union?

Setting up taxes can be a complex process, as each store may have specific requirements. Although we are not authorized to offer tax consultation, we have curated a collection of tax guides to direct you towards the right path.

The tax guides provide a detailed overview of unique country-specific regulations and their integration into your Shopify store.

My store sells to VAT-registered businesses which means that they should not be charged VAT. Can Sufio help with this?

Indeed, Sufio can provide you with a VAT exemption tool that can be placed within your store. Once added, this tool will allow your customers to enter their VAT number which will be validated and marked as tax-exempt. Once they have been marked as tax-exempt, Shopify will remove taxes from the order.

There are a number of ways to set this up so take a look at our guide on this and see which option works best for you or reach out and speak with our Support team if you need assistance.