📄 Available document types (WHAT to generate)
1 | Invoice / Factura |
2 | Proforma / Factura proforma |
3 | Credit note / Factura storno |
⚡ Triggers (WHEN to generate)
Extra: manual generation
You can create documents one by one from your Shopify orders » Learn more
Normal document triggers:
By default, the invoice is created when any order is created. The proforma and the credit note are set to Never.
⚡ 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)
Only orders with Payment pending status count. Authorized or partially paid orders don't get a document from this trigger.
⚡ 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
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
When products or shipping are refunded in Shopify, the app creates a correction document.
Details:
Partial Refund:
Partial refund: SmartBill creates an invoice with negative amounts.
Full Refund:
Full refund: SmartBill creates a Credit note / Storno. A refund is full when it refunds the whole order total, or returns the whole order with nothing left to pay (for example, a returned cash-on-delivery order).
Important:
Only the refunded items are on it, at the price the customer paid (after discounts).
⚡ Trigger 3 » When order is canceled
When the order is cancelled, the app creates a credit note for the whole order.
🚫 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: SmartBill Settings » Triggers: Skip these orders block with two exceptions (canvas board smartbill-TriggersExceptions)]
👥 Generate for
For the invoice and proforma, choose who gets it: Everyone, Companies or Individuals.
A company is a customer who entered a VAT ID (CUI/CIF) at checkout.
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 SmartBill's email server, right after it's created. You can turn it off anytime. By default it's ticked for the invoice, and not for the proforma and the credit note.
Important: automatic emails in SmartBill only work if the SmartBill email settings are set up. How to set it up
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.
A partial credit note uses the invoice numbering series you selected in Settings. For a full storno, SmartBill sets the series from the original invoice.
If email sending is on and SmartBill email is set up, the credit note can be sent through SmartBill.
The credit note has the same payment method as the original document.
Order adjustment limitation
SmartBill credit notes don't support order adjustments:
if you refund in Shopify only part of the amount, without picking a product or shipping, the credit note can't be created, and the Monitor may show an error for it. Make this correction by hand in SmartBill.
Draft, archived and cancelled orders
Draft orders never get a document: a draft becomes an order only when you complete it.
Archived (closed) orders still get their documents, for example POS orders, which Shopify archives right away.
Cancelled orders usually get none, because no trigger runs after an order is cancelled.
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
If the app first creates a Proforma and later an Invoice for the same order, the two are linked.
SmartBill creates the invoice from the proforma, without stock deduction. This works the same for automatic and manual invoices.
Limitation: the app always links to the latest document of the order.
So if an order has several documents, the next related one (an Invoice or 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.