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Customize your generated Fakturownia documents

We offer great flexibility, allowing you to customize many details of your generated documents. Let us know via chat if you need any additional features—we're happy to help! 😊

✅ Choose department

At the same time, you can only have one department connected to one store

You can create and edit your departments in your Fakturownia account. Your selected departments details will be shown on your created documents.

If you don't see your departments in this dropdown list, click 'Refresh list now' and wait a little » Now, you need to see the updated list.

Example

Within Fakturownia settings » Set country and TAX ID for your department to ensure smooth operations » Save the settings

After you clicked 'Refresh list now' on app dashboard, and choose 'DEMO DEPARTMENT' » This department's data will be shown on your documents.

✅ Default document language

We aim to automatically select the language based on the customer's billing country.

Example

Let's say that the country on the customer billing address is Slovakia, so the app tries to create the document in Slovak, but if there is not Slovak option in Fakturownia, the app uses your default value when generating, which is Polish:

✅ Unit

Any text entered here will appear on the document for each item. If left blank, no unit name will be included on the invoice.

Example

If you enter "PC" on the app dashboard:

Within Fakturownia you will see this unit name at every document item:

✅ Comment

This text will be shown in the comment section of your created document as a public comment, so your customer will see this. You can use this merge tags: {{order_number}}, {{order_id}}

Example

If you enter 'Shopify order number is {{order_number}}' on the app dashboard:

On the generated Fakturownia document you will see this:

✅ Automatic dual-currency conversion

Select the currency to convert the order value when creating dual-currency documents. For example, if the order is in USD, it will be converted to this selected currency, and both values will shown on the created document.

You can also select the exchange rate for converting the amounts:

  • ECB (European Central Bank)

  • NBP (National Bank of Poland)

Example

If you choose these settings on the app dashboard:

Within Fakturownia you will see both: the original (USD) and the converted (PLN) amounts, using ECB rates:

✅ Document numbering

🔄 To sync your document numbering with your Shopify order number, use the {{order_number}} merge tag in your app dashboard settings.

You can set a custom numbering format for only the documents created by this app.

If left blank, your Fakturownia default numbering settings will be applied. Note that invoices created from a previous proforma will use the proforma’s numbering.

The Estimate number uses the Shopify order number.

Example

If you enter 'AA/{{yyyy}}/{{order_number}}' on the dashbioard:

You will see this on the generated document:

You can use these merge tags:

{{order_number}} - Order Number

It is the numbering that Shopify generates automatically.

  • For example 1234

{{order_id}} - Order ID

It is the ID that Shopify generates automatically based. You can add PREFIX and SUFFIX, and between them, there is Order Number.

  • Format: PREFIX + Order Number + SUFFIX

  • For example: BB1234HELLO​

  • You can edit that within Shopify Admin » Settings » General » Order ID section

{{yyyy}} - 4-digit year

Based on the exact timestamp of the creation. For example: 2023

{{yy}} - 2-digit year

Based on the exact timestamp of the creation. For example: 23

{{mm}} - 2-digit month

Based on the exact timestamp of the creation. For example: 03

{{dd}} - 2-digit day

Based on the exact timestamp of the creation. For example: 31

If neither an Order Number nor an Order ID is used, the numbering will not be unique, which may lead to errors. Therefore, it is essential to include at least one of these identifiers.

✅ Discount details on documents

Choose if the discount name and code should appear after the product name on the document.

Example

If you select

  • 'Don't show discount details'

    • » Only product name will be shown on the documents.

  • 'Show discount details'

    • » Both product name and discount details will be shown on the documents.

ℹ️ Additionals

Content parameters not listed above – that you can't configure on your dashboard – work like this:

Tax logic

Please note that our app always works based on your Shopify order data, your Shopify tax settings, and the invoicing system settings.

The exact configuration of Shopify and your invoicing system (e.g. VAT rules, OSS, exemptions, etc.) can be very specific to your business and country. For this reason, we strongly recommend involving a tax advisor or accountant to make sure everything is set up correctly and fully compliant.

OSS logic

On the Fakturownia document, OSS mode is shown in the document details. OSS applies when all of these conditions are met:

  • Shopify order conditions

    • The order is B2C.

    • The order fulfillment location country is different from the order shipping address country.

    • The shipping address country is in the EU.

  • Fakturownia condition

    • OSS invoices must be enabled in Fakturownia: Settings → Account settings → Invoices and documents → OSS invoices → Enabled

  • App condition

    • There is no separate app condition for Fakturownia OSS.

Reverse Charge logic

On the Fakturownia document, Fakturownia’s automatic Reverse Charge tax text is shown.

Reverse Charge applies when all of these Shopify order conditions are met:

  1. The order is B2B.

  2. The order fulfillment location country is different from the order shipping address country.

  3. The shipping address country is in the EU.

  4. The Shopify customer has this tax exemption: Customer → Tax details → Tax exemptions → Reverse Charge (EU/UK).

VAT rate behavior:

  • if the shipping country is Poland: VAT rate is OO

  • if the shipping country is not Poland: VAT rate is N/A

B2C and B2B logic

  • B2C: there is no value in the customer VAT number field.

  • B2B: there is a value in the customer VAT number field.

Order tax exempt

  • In Shopify, this is controlled on order level:

    • Payment → Charge taxes → Uncheck

  • If the Shopify order is tax exempt, all items on the Fakturownia document use VAT rate ZW.

  • If any item uses ZW, Fakturownia may show the default tax exemption basis text on the invoice:

  • The default basis for applying the "zw" tariff (tax exemption) on invoices: If every product item on the order is ZW, the shipping item is also ZW.

Product tax exempt

  • In Shopify, this is controlled on product level:

    • Product → Price → Charge tax on this product → Uncheck

  • If a product is tax exempt, that product line uses VAT rate ZW on the Fakturownia document.

  • If any item uses ZW, Fakturownia may show the default tax exemption basis text on the invoice.

  • If every product item on the order is ZW, the shipping item is also ZW.

Customer tax exempt

  • In Shopify, this is controlled on customer level:

    • Customer → Tax details → Don’t collect tax → Check

  • If the customer is tax exempt, all items on the Fakturownia document use VAT rate N/A.

  • This is the NP rate, but it appears as N/A on the document.

  • In the invoice details, the app sets the NP tax kind:

    • if the shipping address is in the EU: export_service_eu

    • if the shipping address is outside the EU: export_service

Discounts

  • Discounts are based on Shopify order data.

  • The discount name on the document is:

    • the discount title, if available otherwise the discount code

  • If more than one discount is applied to the same item, for example item-level and order-level discounts, the discount names are shown separated by commas.

Discounts » Free shipping

For free shipping, the app creates a new item on the document with a value of 0.

Discounts » % or fixed amount discounts

If a percentage or fixed amount discount is added at item level or order level, the discount appears as a positive discount amount in a separate discount column on the affected item line.

Shipping address on the document

The shipping address is not shown on the Fakturownia document.

Fakturownia does not handle a separate Contact shipping address for this integration.

Currency

  • The document is created in the Shopify order presentment currency.

  • This means the app uses the currency the customer used at checkout.

Paid status syncing

  • If a Shopify order is created as paid, or later updated to paid, the related document in Fakturownia is also marked as paid.

  • This works in one direction only:

    • Shopify → Fakturownia

  • It does not work in the opposite direction:

    • Fakturownia → Shopify

  • So if you mark a document as paid in Fakturownia, the Shopify order will not be updated by the app.

Dates

  • Issue date:

    • The issue date is the day the document is created.

  • Delivery date:

    • For Fakturownia, this is the same as the issue date.

  • Due date:

    • The due date is set to 5 days after the issue date.

  • Dates on Credit notes:

    • Issue date: the day the credit note is created

    • Delivery date: the day the credit note is created

    • Due date: 5 days after the issue date

Document template

You can create template variants in Fakturownia.

The app uses the selected / available Fakturownia template variant when creating the document.

Email template

Email text can be configured in Fakturownia.

Payment method

  • The app reads the payment method from the Shopify order and tries to match it with an available Fakturownia payment method.

  • If the app cannot match it, it uses the default value.

  • Default fallback value: Card

Contact database behavior

Fakturownia has a Client database.

The app sends Shopify order data to Fakturownia.

If required billing data is missing from the Billing address, the app uses the available Shopify Customer data instead.

After the data is sent, Fakturownia manages the Client database automatically.

POS orders without customer data

If there is no customer data, the app creates a document only for POS orders.

If no Contact name is available, the app uses the email address as the Contact name.

If there is no email address either, the app uses Shopify POS as the Contact name.

KSeF integration

Steps to configure KSeF in Fakturownia:

  1. Enable KSeF in Fakturownia here: https://fakturownia.pl/ksef

  2. Make sure the department details are fully completed (tax number, company name, street, postal code, city, country).

  3. Go to Fakturownia » KSeF settings » Select automatic document sending to KSeF according to your needs (only companies or companies + individuals).

  4. Enable “Validation of the structure when issuing a document” to receive notifications if document creation fails. Otherwise, you will need to manually check the document status in the Fakturownia document list.

Paid status sync limitation with KSeF:

  • If the document has already been sent toward KSeF, Fakturownia may reject the paid status update.

  • This is because documents that were already sent to KSeF cannot be modified in the same way.

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