The app creates Fakturownia documents from Shopify order data. In general, the app uses what is available on the Shopify order at the time the document is generated.
📄 Available document types (WHAT to generate)
1 | Invoice |
2 | Proforma Invoice |
3 | Prepayment invoice |
4 | Final invoice |
5 | Bill |
6 | Receipt |
7 | Credit note |
⚡ Triggers (WHEN to generate)
Extra feature: Manual generation trigger
You can generate documents one-by-one directly from your Shopify orders » Learn more about this feature
Normal document triggers:
⚡ Trigger 1 » When order is paid
The document using this trigger will be generated, if
paid order is created (or imported)
unpaid order is set to paid
⚡ Trigger 2 » When any order is created
The document using this trigger will be generated, if
any type of order is created (or imported)
⚡ Trigger 3 » When unpaid order is created
The document using this trigger will be generated, if
unpaid order is created (or imported)
⚡ Trigger 4 » When order is fulfilled
The document using this trigger will be generated, if
fulfilled order is created (or imported)
unfulfilled order is set to fulfilled
⚡ Trigger 5 » Never
The document using this trigger will never be generated
Credit note triggers:
⚡ Trigger 1 » Never
No credit notes will ever be created automatically, regardless of refunds or cancellations.
⚡ Trigger 2 » When order is partially or fully refunded
When product or shipping items are refunded in Shopify, the app creates a credit note.
Details:
Partial Refund:
If only some items are refunded, it is a partial refund.
Full Refund:
If all items are refunded, it is a full refund.
Important:
There can be more than one partial refund, so there can also be more than one credit note.
For Fakturownia, all items are shown on the credit note, not only the refunded items. This is intentional and follows the expected Polish credit note format.
⚡ Trigger 3 » When order is canceled
When the order is canceled, the app creates a credit note for the full order. This works similarly to a full refund.
✉️ Send documents in email
You can also check "Email this document to the customer" in order to send the generated document to the customer using Fakturownia's email server. You can also disable it anytime. The email is sent right after the document is created.
ℹ️ Additionals
Credit note details
Credit notes can be created only for:
Common invoices created by the app
The corrected items are shown with negative amounts.
Credit note numbering comes from Fakturownia:
Settings → Document numbering
If email sending is enabled, the credit note can be sent through Fakturownia.
The payment method on the credit note is the same as on the original document.
Order adjustment support
Order adjustments are supported for Fakturownia credit notes.
This means: if you create a Shopify refund without selecting a specific product or shipping item, and you only enter a refund amount, the app can still create a credit note.
In this case, the refund amount is added as a separate new item on the credit note.
The other invoice items are also shown negatively on the credit note.
Orders where documents are not created
The app does not create automatic documents for orders with these statuses:
Cancelled
Closed
Draft
This applies even if the trigger would otherwise match the order.
0-value orders
If the Shopify order total is 0, the Fakturownia document is not created, even if the trigger matches.
Trigger delay for COD orders
This delay applies only to these triggers:
When unpaid order is created
When order is created
If the order is not Cash on Delivery, the trigger runs immediately.
If the order is Cash on Delivery, the trigger runs after 30 seconds.
During this delay, the app waits for the latest Shopify order data. The document is created from the order state after the delay.
Trigger delay for POS orders
For POS orders, the delay applies to all triggers.
If the order is a POS order, the trigger runs after 60 seconds.
During this delay, the app waits for the latest Shopify order data. The document is created from the order state after the delay.
Linked documents
Fakturownia has special document linking rules:
Proforma invoice → Invoice
If the app creates a Proforma invoice first, and later creates an Invoice for the same Shopify order, the two documents are linked.
Condition: the order must be paid when the Invoice is created.
Estimate → Prepayment invoice
To create a Prepayment invoice, Fakturownia technically requires an Estimate first.
When the app creates a Prepayment invoice from a trigger, it automatically creates the required Estimate first and links the documents together.
The Estimate is not available as a normal standalone document type in the app.
It is created only as a supporting document for the Prepayment / Final invoice flow.
Prepayment invoice → Final invoice
A Final invoice should usually be based on a previous Prepayment invoice.
When the app creates a Final invoice, it first looks for the previous Prepayment invoice and the related Estimate for the same Shopify order.
If they are found, the Final invoice is linked to them.
If they are not found, the app tries to create the Final invoice without linked documents.
Fakturownia may reject this in some cases. If that happens, the app shows an error code.
Important linking limitation
When the app links documents, it always links to the latest document for that Shopify order.
For example, if there is more than one document for the same order, the app uses the latest one when creating the next related document, such as an Invoice or Credit note.
Payment method / B2B / B2C based triggering:
At the moment, dynamic triggering based on the payment method, B2B/B2C status, or customer type is not supported.
Currently, you can only configure which document should be generated and when, based on the Shopify order status.
For example, document generation can be triggered when an order is created, paid, fulfilled, or refunded, but it cannot currently use different trigger rules based on payment method, B2B/B2C logic, or whether the customer is a company or private customer.