📄 Available document types (WHAT to generate)
1 | Invoice / Factura |
2 | Proforma / Factura proforma |
3 | Credit note / Factura storno |
⚡ 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 partially or fully refunded
When product or shipping items are refunded in Shopify, the app creates a correction document.
Details:
Partial Refund:
For a partial refund, SmartBill creates an invoice with negative amounts.
Full Refund:
For a full refund, SmartBill creates a Credit note / Storno document.
Important:
Only the refunded items are included. Items that did not change are not added to the correction document.
⚡ 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 SmartBill's email server. You can also disable it anytime. The email is sent right after the document is created.
Important: for SmartBill, automatic email sending works only if the correct SmartBill email settings are configured. See the email section in the Content article below
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 uses the numbering of the invoice it is linked to.
If email sending is enabled and SmartBill email sending is configured correctly, the credit note can be sent through SmartBill.
The payment method on the credit note is the same as on the original document.
Order adjustment limitation
Order adjustments are not supported for SmartBill credit notes.
This means: if you create a Shopify refund without selecting a spec
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
SOON...
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
If the app creates a Proforma first, and later creates an Invoice for the same Shopify order, the two documents are linked.
Condition: the order must be paid when the Invoice is created.
Important limitation: when the app links documents, it always links to the latest document for that Shopify order.
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 an Invoice or 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.