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:
✅ Collect VAT ID
When turned on, the customer’s entered VAT ID will be shown on all created documents » “Address line 2” will behave like a VAT ID on backend side, so any value entered in this field will be shown on your created documents as the VAT ID of the customer.
If you choose 'Turned on' on the app dashboard:
You will collect the VAT ID of the buyer in the checkout. After saving these settings here, click here to change the label and placeholder of the 'Address line 2' field on the frontend
from “Address line 2” (Shopify's default)
to 'Add VAT number' or anything you want...
⚙️ Other settings:
Content parameters not listed above – that you can't configure on your dashboard – work like this:
Paid status syncing
We do not update the Shopify order financial status based on FastBill changes. Instead, we determine the financial status of the created document based on the Shopify order's financial status at the time of the trigger.
If the order is unpaid when the trigger runs → The document will be unpaid.
If the order is paid when the trigger runs → The document will be paid.
If an unpaid invoice exists and the order is changed to paid, we update the invoice status to paid.
TAX (VAT & OSS) Settings
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.
Here are the use cases to help you understand what to configure in Shopify to create the desired document:
Domestic sales (B2C/B2B) – the VAT rate of the shop’s country (e.g. DE → 19%) is applied.
EU B2C sales to another country (OSS) – the customer’s country VAT rate applies, and the OSS label may appear.
a. 👉 OSS logic: OSS is automatically handled by FastBill.
It applies when the buyer is from the EU, the sale is B2C, and the shipping country differs from the store’s country. In this case, the customer’s country VAT rate is used, and FastBill automatically marks the document as OSS — there’s no manual switch to turn this off.
Product tax override – if a product has a different VAT rate override in Shopify, the invoice shows that VAT rate.
Only valid VAT percentages for that country can be used.
Product tax exempt – the product line is marked “exempt from VAT” in the document language.
In Shopify: Charge tax on this product → unchecked.
Order tax exempt – the whole order shows 0% VAT, with an “exempt from VAT” note on the invoice.
In Shopify: Charge taxes → unchecked on the order.
Customer tax exempt – the invoice note shows “exempt from VAT” in the document language.
In Shopify: Customer > Tax details > Don’t collect tax.
Reverse charge (EU B2B) – invoice VAT is 0%, with a Reverse Charge (EU/UK) note above the items in the document language.
In Shopify: Collect tax unless exemptions apply → Reverse Charge (EU/UK).
Export (outside EU) – no VAT is applied; the invoice shows 0% VAT. (Shipping address outside the EU.)
Merchant not collecting taxes in a region – VAT column shows 0% if the FastBill account is VAT-payer, or disappears completely if non-VAT payer.
(In Shopify: set in Markets.)
Numbering sequence
We use your FastBill default numbering sequence.
🔄 To sync your document numbering with your Shopify order number:
Check, which is your next Shopify order number, for example '1012'
Go to Fastbill » Settings » Basic settings » Number ranges »
Write CCCC tag into that format – it means that your will use an automatically increasing number in your document numbering.
Then set your 'Next number' to '1012' – so your numbering (your CCCC value) will start from '1012'
Optional but recommended: Using the "When any order is created" trigger, you minimize this risk and maintain the correct sequence – so select this trigger in your app dashboard and save settings.
This is the only thing we can recommend, since the document numbering is chronological and the Shopify numbering (Shopify order number) is a separate numbering logic.
Bank account information
We use FastBill’s default bank account details.
Currency
We use Shopify order data. So if the order is in EUR, the created document will use EUR, too.
Dates
Issue date:
By default, we set the issue date to the date when the document is created based on your trigger settings
Delivery date:
The same as the Issue date.
Due date:
We use your FastBill default template due date setting.
Dates on Credit notes
Issue date:
When credit note is created
Delivery date:
Same as the Delivery date of the original document = Order creation date
Due date:
'Immediately' (FastBill's default)
Shipping fee
We use the shipping fee within the Shopify order. You can set up custom shipping rate under Admin » Shipping and Delivery
Payment method
We aim to automatically select the payment method based on the Shopify order data.
Discount
Every discount (whether applied to a product or shipping) appears as a separate negative line item, with the discount name(s) (or code(s), if names are not available) listed comma-separated. Example:
DISCOUNT1_NAME / CODE, DISCOUNT2_NAME / CODE.Shipping discount (Free Shipping): both the shipping item and its discount appear as separate lines, with the full gross values shown.
Percentage discounts (Custom %): whether applied per item or order-wide, each discount is listed as a separate line item with its name and value, deducted from the gross total.
Fixed amount discounts (Custom Amount): also applied either per item or order-wide; each discount is recorded as a separate negative line item showing the discount name and value (e.g., 2×3 EUR → −6 EUR), deducted from the gross total.
✨ Extra features
These features aren't strictly part of the generated document's content, but they help streamline your workflow as a merchant and save you time.