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Customize your generated FastBill 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! 😊

✅ Template to use

When creating the invoice, we use this selected template. You can create and edit your templates in your FastBill account » Settings » Templates

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

Example

Within FastBill settings, create and save your custom template:

After you clicked 'Refresh list now' on app dashboard, and choose 'TEMPLATE_01' » This template will be used when generating documents.

✅ 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 FastBill you will see this unit name at every document item:

✅ Invoice title

This text will be the title of the created document in FastBill. In this field, you can use these tags: {{order_number}}, {{order_id}}

If left blank, the invoice title will not be displayed.

Example

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

Within FastBill you will see this:

✅ Comment

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

If left blank, the introduction text will not be displayed.

Example

If you enter 'This is my custom comment :)' on the app dashboard:

On the generated FastBill document you will see this:

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

OSS is handled by FastBill. OSS can apply when 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.

Reverse Charge logic

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

The VAT rate is not displayed on the document.

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).

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 FastBill document use VAT rate 0.

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 0 on the FastBill document.

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 FastBill document use VAT rate 0.

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 the original shipping fee as a negative amount.

Discounts » % or fixed amount discounts

If a percentage or fixed amount discount is added at item level or order level, it appears as a new item with a negative amount.

Shipping address on the document

The shipping address is not shown on the FastBill document.

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 FastBill is also marked as paid.

  • This works in one direction only:

    • Shopify → FastBill

  • It does not work in the opposite direction:

    • FastBill → Shopify

  • So if you mark a document as paid in FastBill, 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 FastBill, this is the same as the issue date.

  • Due date:

    • The due date comes from the selected FastBill template.

  • Dates on Credit notes:

    • Issue date: the day the credit note is created

    • Delivery date: the delivery date of the original document

    • Due date: Immediately — FastBill’s default

Email template

Email text can be configured in FastBill.

Payment method

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

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

  • Default fallback value: Card

Default document language

For FastBill, the document language is determined by the selected template.

Contact database behavior

FastBill has a Client database.

The app uses the Shopify order email address to check whether the Client already exists in FastBill.

If the Client exists

The app updates the Client and sends all available data.

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

If the Client does not exist

The app creates a new Client and sends all available data.

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

POS orders without customer data

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

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

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

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