The app creates Fakturownia documents from the Shopify order data, as it is when the document is created.
📄 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: manual generation
You can create documents one by one from your Shopify orders » Learn more
Normal document triggers:
⚡ Trigger 1 » When order is paid
The document is created when
a paid order is created (or imported)
an unpaid order becomes paid
⚡ Trigger 2 » When any order is created
The document is created when
any order is created (or imported)
⚡ Trigger 3 » When unpaid order is created
The document is created when
an unpaid order (payment status: Pending) is created (or imported)
⚡ Trigger 4 » When order is fulfilled
The document is created when
a fulfilled order is created (or imported)
an unfulfilled order becomes fulfilled
⚡ Trigger 5 » Never
The document is never created
Each trigger creates a document type only once per order. To create one again, use manual generation.
Credit note triggers:
⚡ Trigger 1 » Never
No credit notes are created automatically, whatever the refunds or cancellations.
⚡ Trigger 2 » When order is partially or fully refunded
When products or shipping are refunded in Shopify, the app creates a credit note.
Details:
Partial Refund:
Only some items are refunded.
Full Refund:
All items are refunded.
Important:
An order can have several partial refunds, so also several credit notes.
In Fakturownia, all items are on the credit note, not only the refunded ones. That's on purpose: it's the expected Polish format.
⚡ Trigger 3 » When order is canceled
When the order is cancelled, the app creates a credit note for the whole order, like a full refund.
🚫 Skip these orders
Pick orders that never get an automatic document. You find it at the bottom of the Triggers card in Settings.
By tag: the order has one of your tags (exact match, upper or lower case doesn't matter)
POS orders
Orders with only gift cards (an order paid with a gift card is not skipped)
Order total is 0
If one of them matches, no document is created automatically. The Monitor shows No document with the reason, and you can still create it by hand with Generate document.
With a tag exception, the automatic document is created about 60 seconds after the trigger, so a tag you add right after the order still counts. A tag added after the document was created doesn't change it.
Skipping by payment method isn't available yet.
📷 [IMAGE: Fakturownia Settings » Triggers: Skip these orders block with two exceptions (canvas board fakturownia-TriggersExceptions)]
👥 Generate for
For every document except the credit note, choose who gets it: Everyone, Companies or Individuals.
A company is a customer who entered a VAT ID (NIP) at checkout, or in address line 2 if you collect it there.
For a final invoice, the customer type at the time of the advance invoice counts.
It only decides whether the document is created. Email sending stays as you set it for each document.
If two settings clash, you see a warning, but you can still save.
When a document is skipped because of Generate for, the Monitor doesn't show a separate reason for it.
Documents you create by hand ignore these settings.
✉️ Send documents in email
Tick "Email this document to the customer" to send the document to the customer through Fakturownia's email server, right after it's created. You can turn it off anytime.
The Monitor shows under every created document what happened to its email.
ℹ️ Additionals
Credit note details
Credit notes can only be created for:
Common invoices created by the app
The corrected items show with negative amounts.
Credit note numbering comes from Fakturownia:
Settings → Document numbering
If email sending is on, the credit note can be sent through Fakturownia.
The credit note has the same payment method as the original document.
A credit note for the whole order (cancellation or full refund) is created only once per invoice.
Order adjustment support
Fakturownia credit notes support order adjustments:
if you refund in Shopify only an amount, without picking a product or shipping, the app still creates a credit note.
The refunded amount is a separate new item on it.
The other invoice items also show as negative on the credit note.
Orders where documents are not created
The app doesn't check the order status: a document is created only when its trigger happens (order created, paid or fulfilled).
Draft orders never get a document, because they aren't orders yet.
Cancelled or archived orders aren't blocked: if the trigger happens after that, the document is created.
0-value orders
Orders with a total of 0 are skipped, as before. This is now the Order total is 0 exception under Skip these orders; remove it if you want documents for them.
Trigger delay for COD orders
Only for these triggers:
When unpaid order is created
When order is created
Not Cash on Delivery: the trigger runs right away.
Cash on Delivery: the trigger runs after 30 seconds.
In the meantime the app waits for the latest order data, and creates the document from it.
Trigger delay for POS orders
For POS orders, the delay applies to every trigger.
For a POS order, the trigger runs after 60 seconds.
In the meantime the app waits for the latest order data, and creates the document from it.
Linked documents
Fakturownia links documents like this:
Proforma invoice → Invoice
If the order already has a Proforma, the Invoice is created from it and the two are linked.
Fakturownia copies the items and the buyer from the Proforma.
Estimate → Prepayment invoice
For a Prepayment invoice, Fakturownia needs an Estimate first.
So when a trigger creates a Prepayment invoice, the app uses the order's Estimate, or creates one first, and links them.
By hand you can choose Prepayment invoice with new estimate or Prepayment invoice with existing estimate.
You can't choose the Estimate as a document type in the app.
It's only made for the Prepayment / Final invoice flow.
Prepayment invoice → Final invoice
A Final invoice is normally based on a Prepayment invoice.
For a Final invoice, the app first looks for the order's Prepayment invoice.
If it finds one, the Final invoice is linked to the Prepayment invoice.
If not, it tries to create the Final invoice without links.
Fakturownia may reject that. Then the app shows error 4-1-10.
Important linking limitation
The app always links to the latest document of the order.
So if an order has several documents, the next related one (an Invoice or a Credit note) is linked to the latest.
Triggers by payment method, B2B or B2C:
B2B / B2C: use Generate for to create a document only for companies or only for individuals.
Payment method: different triggers or skipping by payment method aren't possible yet.