This article explains what goes on your Fakturownia documents: the Content settings in the app, and what the app does automatically. Need something that isn’t here? Tell us in the chat. 😊
✅ App language
The app works in Polish and English. Polish is the default.
Switch it with the Language menu at the top of the app.
✅ Tax logic
The VAT on your documents always follows the Shopify order.
Our app always works from your Shopify order data, your Shopify tax settings and your Fakturownia settings.
Tax setups (VAT rules, OSS, exemptions and so on) depend a lot on your business and country. Please check yours with a tax advisor or accountant.
B2C and B2B logic
Individual (B2C): the order has no valid VAT ID.
Company (B2B): the order has a valid VAT ID. See VAT ID on documents.
OSS logic
When OSS applies, the Fakturownia document shows OSS mode in the document details. No app setting is needed.
How it works
OSS applies when all of these are true on the order:
Reverse charge doesn’t apply (typically a B2C order).
The shipping address country is in the EU.
It differs from the country of your selected department (if the department has no country, Poland is used).
Set it up
Turn on OSS invoices in Fakturownia: Settings » Account settings » Invoices and documents » OSS invoices » Enabled.
Reverse charge logic
When Shopify applies reverse charge, the Fakturownia document shows Fakturownia’s automatic reverse charge text.
How it works
Reverse charge applies when Shopify applied it to the order:
the customer entered a valid EU VAT number at checkout and Shopify Tax applied reverse charge, or
for a B2B order, the company location has the Reverse charge (EU) tax exemption and a VAT number, and Shopify charged no tax.
Every item then gets this VAT rate:
shipping country Poland: OO
shipping country not Poland: N/A
Good to know
A “Reverse Charge (EU/UK)” exemption on the customer isn’t enough without a valid VAT number.
If more rules match, this order counts: reverse charge, then tax exempt customer, then tax exempt order or product.
Order tax exempt
If the order is tax exempt, every item on the Fakturownia document gets VAT rate ZW.
Set it on the order in Shopify: Payment » Charge taxes » Uncheck.
The shipping line gets ZW too.
If any item is ZW, the invoice shows the text “The default basis for applying the "zw" tariff (tax exemption) on invoices:” with the reason from your department.
Set the default “zw” reason on your department in Fakturownia (Departments » Edit), then click Refresh list now in the app. Without it you get error 4-1-11.
Product tax exempt
If a product is tax exempt, its line on the Fakturownia document gets VAT rate ZW.
Set it on the product in Shopify: Product » Price » Charge tax on this product » Uncheck.
If every product on the order is ZW, the shipping line gets ZW too.
If any item is ZW, the invoice shows the “zw” exemption text with the reason from your department.
You need the “zw” reason on your department here too. See Order tax exempt.
Customer tax exempt
If the customer is tax exempt, every item on the Fakturownia document gets VAT rate N/A.
Set it on the customer in Shopify: Customer » Tax details » Don’t collect tax » Check.
This is the NP rate, shown as N/A on the document.
In the invoice details the app marks the kind of NP: service export within the EU for an EU shipping address, service export outside the EU for other addresses.
How it works
The tax details you see on the Shopify order page (rate, included or excluded, amount) go on the document.
So set up your Shopify taxes correctly.
Shopify calculates the tax from the shipping address.
Tax exemptions are set in Shopify on the order, the product or the customer (see above).
The only setting that can change this is the Fallback VAT rate.
✅ Fallback VAT rate
Used when Shopify has no tax lines on an order line, so it shows 0% tax. The document in Fakturownia then gets the rate you choose here. This is the only setting that overrides the VAT from the order.
How it works
You can choose:
0%
zw
np
Disabled
By default no rate is saved, on new installs too. Then a product without tax lines gets np, and a shipping line without tax lines gets the products’ VAT rate (np if the products have different rates).
If a line has a VAT rate in Shopify but no tax was charged on it, the product line gets 0% and the shipping line gets zw. A fully discounted product keeps its VAT rate.
Set it up
Open Fakturownia | Integration app » Settings menu » Content section » Fallback VAT rate field » choose a rate » Save
Example
If you choose zw, the VAT rate on the document is zw:
✅ Discounts
Discounts come from the Shopify order. The discount amount shows on the item’s line, in the discount column. There’s no separate discount line.
Discount details on documents
Choose whether the discount name and code show after the product name:
Don’t show discount details (default): only the product name shows.
Show discount details: the line shows Product | Title - Code. If the discount has only a title or only a code, that one shows.
Open Fakturownia | Integration app » Settings menu » Content section » Discount details on documents field » Save
Example
With Show discount details, the product name and the discount details show:
Free shipping
Free shipping isn’t a new line: the shipping line stays on the document with a total of 0.
Free shipping rate: the line has a price of 0.
Free shipping discount: the line keeps its original price, and the whole amount shows in the discount column.
% or fixed amount discounts
A percentage or fixed discount, on an item or on the order, shows as a positive amount in the discount column on the item’s line.
If a discount takes an item’s whole price, the line keeps the product’s VAT rate.
How it works
The discount name is the discount title. If there’s no title, it’s the discount code.
If one item has more than one discount (for example an item and an order discount), the names are separated by commas.
✅ Shipping address on the document
The shipping address isn’t shown on the Fakturownia document. Fakturownia doesn’t keep a separate shipping address on the client either.
✅ Customer phone number
If the order has a phone number, it goes on the Fakturownia client and shows in the buyer details on the document. No setting needed.
How it works
We take the first one we find: billing address, customer account, the customer’s default address, checkout contact phone, shipping address.
It shows exactly as the customer typed it.
If the client already exists in Fakturownia, its phone number is updated, like its name and address.
If the order has no phone number, no number goes on the document, and a phone already saved on the client stays.
Good to know
The phone shows on the PDF only if your Fakturownia document template shows the buyer’s phone.
It works the same for companies (B2B) and individuals (B2C), and on every document type, credit notes included.
An invoice made from a proforma, and prepayment and final invoices, take the buyer details of the earlier document.
Issued documents don’t change.
✅ Currency
The document uses the currency the customer paid in at checkout (the order’s presentment currency).
To show the amounts in PLN too, see Automatic dual-currency conversion.
✅ Issue date
The day the document is created.
✅ Delivery date
Same as the issue date. Also called sale date, date of taxable supply or tax date.
✅ Due date
The due date comes from your Fakturownia settings:
Settings » Account settings » Invoices and documents » Default due date,
unless the client has its own Default payment due date (Clients » Edit). Then that one is used.
✅ Credit note dates
Issue date: the day the credit note is created.
Delivery date: the day the credit note is created.
Due date: from your Fakturownia settings, like other documents.
✅ Document template
The app doesn’t pick a template: documents use the print template set as default in Fakturownia. You can create template variants there.
✅ Email template
You set the email text in your Fakturownia settings.
✅ Payment method
The app reads the first payment method of the Shopify order and matches it to a Fakturownia payment method.
PayPal » PayPal
PayU » PayU
Przelewy24 » Przelewy24
Klarna and Bank Deposit » transfer (przelew)
Cash » cash
Cash on Delivery (COD) » cash on delivery
Shopify Payments » card
If there’s no match, the Shopify payment method name goes on the document as it is. If the order has no payment method, the field stays empty.
✅ Default document language
We pick the document language from the customer’s billing country. If the country isn’t on our list, the document uses your Default document language (Polish by default).
How it works
Each country has a fixed language, for example Poland » Polish, Slovakia » Slovak, Germany » German, Hungary » Hungarian, Czechia » Czech, United Kingdom and United States » English.
For any other country, the document uses your default language.
Set it up
Open Fakturownia | Integration app » Settings menu » Content section » Default document language field » choose a language » Save
Example
The billing country is Slovakia, so the document is in Slovak. For a country that isn’t on the list (for example Austria), the document uses your default language (here: Polish):
✅ Unit
This text appears on the document for every product line (not on the shipping line). Leave it blank for no unit. It’s blank by default.
Open Fakturownia | Integration app » Settings menu » Content section » Unit field » enter the unit, for example “pc” » Save
Example
If you enter “PC” in the app:
In Fakturownia every item shows this unit:
✅ Shipping line name on documents
Give every shipping line on your documents one fixed name, for example Shipping.
How it works
Blank (default): the shipping line gets the shipping method name from the Shopify order.
Filled in: your text replaces the shipping line name on every document, so all shipping lines get the same name.
Useful when a carrier app uses a different name on every order (for example the parcel locker’s name), which makes reports hard to read.
Set it up
Open Fakturownia | Integration app » Settings menu » Content section » Shipping line name on documents field » enter the name » Save
Good to know
Only the name changes. Price, VAT and quantity stay the same.
It applies to every shipping line (including free shipping) and every document type the app creates, including corrections and credit notes.
The text isn’t translated: it shows exactly as you type it.
It applies to documents created after you save, including manual generation. Issued documents don’t change.
If Show discount details is on, the discount name follows the fixed name, as before.
An invoice made from a proforma (or a final invoice from a prepayment invoice) copies the earlier document’s lines, so its shipping line name isn’t replaced.
✅ Bank account
The bank account of your selected department goes on the document. Change it in Fakturownia, then click Refresh list now in the app.
✅ Comment
This text goes on the document as a public comment, so your customer sees it. It shows on the document and in its details, prepayment and final invoices included.
You can use these tags: {{order_number}}, {{order_id}}
Open Fakturownia | Integration app » Settings menu » Content section » Comment field » enter the text » Save
Example
If you enter ‘Shopify order number is {{order_number}}’ in the app:
On the Fakturownia document you see this:
✅ Document numbering
Set your own numbering format, only for documents this app creates. Leave it blank to use your Fakturownia default numbering.
🔄 To keep your document numbers in line with your Shopify order numbers, use the {{order_number}} tag.
Tags you can use
The date tags use the day the document is created.
{{order_number}} - Order Number
The order number Shopify creates automatically. For example: 1234
{{order_id}} - Order ID
The order ID Shopify creates: the order number with your prefix and suffix.
Format: PREFIX + Order Number + SUFFIX
For example: BB1234HELLO
Set it in Shopify Admin » Settings » General » Order ID
{{yyyy}} - 4-digit year
For example: 2023
{{yy}} - 2-digit year
For example: 23
{{mm}} - 2-digit month
For example: 03
{{dd}} - 2-digit day
For example: 31
How it works
Always include the Order Number or the Order ID. Every number must be unique: with a format like “invoice-{{yyyy}}”, the second document would get the same number and isn’t created.
It applies to invoices, proformas, receipts and bills. An invoice created from a proforma uses the same format.
Prepayment invoices, final invoices and credit notes always get your Fakturownia default numbering.
The Estimate number is the Shopify order number.
Set it up
Open Fakturownia | Integration app » Settings menu » Content section » Document numbering field » enter the format » Save
Example
If you enter ‘AA/{{yyyy}}/{{order_number}}’ in the app:
You see this on the document:
✅ Department
Choose the Fakturownia department the app uses. Its details go on your documents: seller details, bank account, country (for OSS) and the “zw” exemption reason.
One store can have only one department at a time.
How it works
Choose the department you need and save.
You manage your departments in Fakturownia: How to add a new department.
Set it up
Open Fakturownia | Integration app » Settings menu » Content section » Department field
If your department isn’t in the list, or you changed it in Fakturownia, click Refresh list now and wait a moment.
Choose the department » Save
Example
In Fakturownia, set the country and tax ID of your department » Save
In the app, click ‘Refresh list now’ and choose ‘DEMO DEPARTMENT’. Its data then appears on your documents.
Good to know
Without a usable department (none in Fakturownia, or your API token can’t read it), no document is created. The Monitor then shows an error with the fix.
✅ Automatic dual-currency conversion
Create dual-currency documents: for example, a USD order is converted to PLN, and both amounts show on the document.
How it works
Turned off (default) or Converting to PLN. Only PLN can be chosen.
Exchange rate: ECB (European Central Bank) (default) or NBP (National Bank of Poland).
Set it up
Open Fakturownia | Integration app » Settings menu » Content section » Automatic dual-currency conversion field » Converting to PLN » choose the Exchange rate » Save
Example
If you choose these settings in the app:
In Fakturownia you see both the original (USD) and the converted (PLN) amount, at ECB rates:
✅ Contact database behavior
Fakturownia keeps a client database. The app finds the client by the order’s email address (or the customer’s, if the order has none).
How it works
Client exists: the app updates it if the data it manages has changed (name, email, address, country, company or individual, NIP, phone). Other fields stay as they are.
New client: the app creates it.
If the order has no email address, a new client is created every time.
The data comes from the billing address. If there’s none, from the customer’s default address.
If the address has no first and last name, the customer’s name is used.
Orders without a customer
An order without a customer is created if it has a billing and a shipping address. Without an address you get error 3-1. POS orders are the exception:
With no customer name, the app uses the email address as the name.
With no email address either, the app uses Shopify POS as the name, with your store’s country.
✅ Company name
The buyer name comes from the Company field of the billing address at checkout (Shopify Admin » Settings » Checkout » Customer information » Company name » Optional or Required).
Company filled in: it becomes the buyer name (Nabywca). For Shopify B2B orders, the company’s name is used.
Company empty: the buyer name is the customer’s first and last name.
The company name doesn’t decide whether we treat the customer as company (B2B) or individual (B2C): the VAT ID does. See B2C and B2B logic.
✅ Customer type in Fakturownia
Fakturownia saves the buyer as a company or an individual. Only the Company field decides this:
Company filled in (or a Shopify B2B order): company.
Company empty: individual.
A VAT ID alone doesn’t change it: the VAT ID is still sent, but the buyer is saved as an individual, with their own name. This is separate from company (B2B) or individual (B2C) in the app, for example in Generate for: there the VAT ID decides.
✅ KSeF integration
KSeF is mandatory in Poland. The app creates the document as usual, and Fakturownia sends it to KSeF.
Set it up
In Fakturownia:
Turn on KSeF: Ustawienia » Integracje i dodatki » KSeF » Aktywuj (Settings » Integrations and add-ons » KSeF » Activate). Only the owner or an administrator can do this.
Choose the authentication: automatic (one company, only Fakturownia) or manual (more programs or companies).
Let every user send: KSeF » Ustawienia » Szczegóły połączenia z KSeF » Szczegóły i uprawnienia » Kto może wysyłać dokumenty do KSeF? » Może wysyłać for every user.
To send every new document automatically: Ustawienia » Integracje i dodatki » KSeF » Ustawienia » tick “Automatycznie wysyłaj tworzone dokumenty do KSeF” (automatically send created documents to KSeF).
Fill in all department details (tax number, company name, address).
Turn on “Validation of the structure when issuing a document” to get a notice if a document fails. Otherwise check the status in the Fakturownia document list yourself.
Step-by-step guide from Fakturownia: How to send invoices from Fakturownia to KSeF
Good to know
A document already sent to KSeF can’t be marked as paid. See Paid status syncing.
✅ Paid status syncing
When a Shopify order is paid, the document in Fakturownia is marked as paid too. This works one way only: Shopify » Fakturownia.
How it works
Paid order: the document is created as paid.
Order paid later: one document of the order is marked as paid, in this order: final invoice, invoice, bill, prepayment invoice, proforma. Receipts aren’t marked.
If the order already has a paid document, no other one is marked.
If you mark a document as paid in Fakturownia, the app doesn’t update the Shopify order.
Good to know
If the document was already sent to KSeF, Fakturownia refuses the paid status update, because documents sent to KSeF can’t be changed. The Monitor then shows error 4-0.
✅ SKU on documents
In Shopify every product variant can have an SKU (for example, SKU001). Choose how it shows in the line items:
No SKU (Product name only) (default): on the document Product Name
Product name + SKU: on the document Product Name SKU001
SKU only: on the document SKU001
Send the SKU to Fakturownia’s product code field
Under the dropdown is the Send SKU to Fakturownia’s product code field + Sync stock checkbox, ticked by default. The SKU then also goes into Fakturownia’s product code field (Kod produktu) on every product line. Untick it to leave that field empty.
It doesn’t change the product name, so you can combine it with any option above, for example Product name + SKU.
📦 Stock sync
Fakturownia matches products by product code and keeps your stock right. It needs the Send SKU to Fakturownia’s product code field + Sync stock checkbox above. Untick it and Fakturownia gets no product code, so matching and stock handling stop.
First turn this on in Fakturownia: Settings » Integration » Associating products based on product codes.
How it works
When a document is created, we look for the same product code in Fakturownia as the Shopify SKU.
✅ The code exists in Fakturownia: we reduce the stock by the item quantity. For a credit note (refund), we increase it.
❌ The code doesn’t exist: we create a new product with the Shopify SKU as product code and the Shopify product name. Stock isn’t reduced here, because the product is new.
Set it up
Open Fakturownia | Integration app » Settings menu » Content section » SKU on documents field » choose an option » tick or untick the product code checkbox » Save
Good to know
If a product has no SKU in Shopify, only the product name goes on the document, without a product code.
Shipping lines never get an SKU. Discounts show on the product’s line, not as a separate line.
It applies to every document type the app creates, including credit notes.
A change only affects documents created after you save. Issued documents don’t change.
If you untick the checkbox, the app shows a warning there, because matching and stock handling stop.
✅ VAT ID on documents
The customer’s VAT ID goes to Fakturownia with the buyer details, so it shows on the document. In Poland that’s the NIP UE (PL + NIP, for example PL1234567890). An order with a valid VAT ID counts as a company (B2B) order.
Choose where the VAT ID comes from under VAT number on documents: Company VAT number field (checkout) (default), Address line 2, or Don’t send VAT number.
Fakturownia saves the type: NIP for a Polish buyer, NIP UE for an EU buyer, other for the rest.
Steps and details: B2B handling: collect VAT ID and send it to Fakturownia.
Not available in Fakturownia | Integration
Document title
Document title (subject): not available in Fakturownia | Integration.
Order No. field
Separate ‘Order No.’ field on documents: not available in Fakturownia | Integration.
Custom email address on documents
Custom email address on documents: not available in Fakturownia | Integration.
Flat rate tax symbol (stawka ryczałtu)
Flat rate tax symbol (stawka ryczałtu): not available in Fakturownia | Integration.