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Triggers

Generate X type of document when Y trigger runs

The app creates FastBill 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

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 created

Credit note triggers:

⚡ Trigger 1 » Never

No credit notes will ever be created automatically, regardless of refunds or cancellations.

⚡ Trigger 2 » When order is fully refunded

When the full Shopify order is refunded, the app creates a FastBill credit note.

  • Details:

    • Full Refund: If all items are refunded, a credit note for the full order is created.

    • Important:

      • When the credit note is created, all items are shown on the credit note with negative amounts.

      • Partial Refund: Not supported (FastBill limitation)

        • This is because FastBill only supports sending a cancel request (there’s no option for a partial cancel). If an invoice was previously issued, its status will be changed to Cancelled, and a Credit Note (CN) will be created in FastBill » Our recommended workaround: Continue using the app for general document generation, but in case of any refund — partial or full — to create that specific document manually directly in FastBill instead of through the app. This adds a small manual step, but it should remain manageable in practice.

⚡ Trigger 3 » When order is canceled

When the order is canceled, the app creates a credit note for the full order.

✉️ 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 FastBill's email server. You can also disable it anytime. The email is sent right after the document is created.

Limitation: To send emails to customer addresses, please upgrade to a FastBill paid plan; during the FREE TRIAL, emails can only be sent to your account email for security reasons.

ℹ️ Additionals

Credit note details

  • Credit notes can be created only for:

    • Invoices created by the app

  • The corrected items are shown with negative amounts.

  • Credit note numbering comes from FastBill’s default numbering.

  • When the credit note is created, the original invoice is moved to Cancelled status in FastBill.

  • Credit note email sending:

    • Credit notes are not sent automatically through FastBill by the app.

    • You can send the credit note manually from FastBill.

  • Payment method on credit notes

    • The payment method on the credit note is the same as on the original document.

Order adjustment limitation

Order adjustments are not supported for FastBill 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 will not create a 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 FastBill document is still created.

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

  • FastBill does not use a Proforma → Invoice flow in this integration.

  • For related documents, such as invoices and credit notes, the app always uses the latest document connected to the Shopify order where linking is needed.

    • 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 a 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.

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