The app creates FastBill documents from the Shopify order data, as it is when the document is created.
📄 Available document types (WHAT to generate)
1 | Invoice |
2 | 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 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
Default: When order is paid.
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
Only a full refund creates a FastBill credit note: one refund in Shopify that returns the whole order total.
Details:
Full refund: a credit note for the whole order is created.
Important:
All items are on the credit note, with negative amounts.
Partial refund: not supported (FastBill limitation)
FastBill only accepts a full cancel, no partial one: the invoice becomes Cancelled and a credit note is created in FastBill. What we suggest: use the app for everything else, and for any refund (partial or full) create the credit note for a partial refund by hand in FastBill. It's one small extra step.
⚡ Trigger 3 » When order is canceled
When the order is cancelled, the app creates a credit note for the whole order.
Default: When order is canceled.
🚫 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: FastBill Settings » Triggers: Skip these orders block with two exceptions (canvas board fastbill-TriggersExceptions)]
👥 Generate for
For the invoice, choose who gets it: Everyone, Companies or Individuals.
A company is a customer who entered a VAT ID (USt-IdNr.) at checkout, or in Address line 2 if support turned that on for you.
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 FastBill's email server, right after it's created. It's on by default for new installs, and you can turn it off anytime.
Limitation: during the FastBill free trial, emails can only go to your account email (for security). To email customers, upgrade to a paid FastBill plan.
The Monitor shows under every created document what happened to its email.
ℹ️ Additionals
Credit note details
Credit notes can only be created for:
Invoices created by the app
The corrected items show with negative amounts.
Credit note numbering is FastBill’s default numbering.
When the credit note is created, the original invoice becomes Cancelled in FastBill.
Emailing credit notes:
The app does not send credit notes through FastBill.
You can send them by hand from FastBill.
Payment method on credit notes
The credit note has the same payment method as the original document.
Refunds: only the amount counts
The app looks only at the refunded amount, not at what you picked in Shopify:
It equals the order total: a credit note for the whole order, even if you refunded only an amount (order adjustment).
It's less than the order total: no credit note.
0-value orders
Orders with a total of 0 still get documents. To skip them, add the Order total is 0 exception under Skip these orders. New installs start with it.
Trigger delay for COD orders
Only for these triggers:
When unpaid order is created
When any 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
This integration has no Proforma → Invoice flow in FastBill.
For related documents, like invoices and credit notes, the app always links to the latest document of the order.
So if an order has several documents, the next related one (such as 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.