You can customize many details of your documents. Need something that isn't here? Tell us in the chat. 😊
✅ Numbering series
Choose a numbering series for the Invoice and the Proforma. Manage the series in your SmartBill account. If no series is selected (or Use the default numbering series is selected), the app selects the first series of your SmartBill list when you connect or click Refresh list now.
Credit notes have no separate setting: a partial credit note uses your invoice series, and for a full storno SmartBill sets the series.
Document numbers can't follow your Shopify order numbers automatically. To match them, set the numbering in SmartBill by hand.
Click 'Refresh list now' to load the latest list from SmartBill. If it's empty, wait a moment and refresh again.
Example
First, in SmartBill » Configuration » Document series, set up and save your series:
In the app, click 'Refresh list now' and choose the sequence:
In SmartBill, documents are numbered by your settings:
✅ Default document language
We create the document in the language of the customer's billing country, if SmartBill has it: Romanian, German, French, Italian and Spanish are built in, and you can add more in SmartBill » Configurare » Limbi. If SmartBill doesn't have it, the document is in SmartBill's default language.
Customers from English-speaking countries (for example GB, IE, US) don't get English: the app uses the country code, not a language.
The Default document language setting is used when the order has no country, and for partial credit notes.
Example
For example, the billing country is Poland, so the app tries to create the document in Polish. SmartBill has no Polish, so the document is created in the default language (here: Romanian):
✅ Unit
This text appears on the document as the unit of every line, shipping and discount lines included. If you leave it blank, the document shows buc.
Example
If you enter "buc" in the app:
In SmartBill every item shows this unit:
✅ Note
This text goes into the note section of the document as a public note. You can use these tags: {{order_number}}, {{order_id}}
The order note your customer writes in Shopify goes into the document's Observații (observations) field.
Example
If you enter 'Shopify order number is {{order_number}}' in the app:
In SmartBill you see this:
✅ SKU on documents
In Shopify every product variant can have an SKU (for example, SKU001). Under Settings » Content » SKU on documents you choose how it shows in the line items:
No SKU (Product name only) — on the document: Product Name
Product name + SKU — on the document: Product Name SKU001
SKU only — on the document: SKU001
Default: No SKU (Product name only).
📷 [IMAGE: SmartBill app » Settings » Content: the “SKU on documents” dropdown and the product code checkbox under it]
Send the SKU to SmartBill’s product code field
Under the dropdown is the Send SKU to SmartBill’s product code field + Sync stock checkbox, ticked by default. The SKU then also goes into SmartBill’s product code field (Cod produs) on every product line. Untick it to leave that field empty. It also runs the stock sync (see below).
You can combine the two settings, for example Product name + SKU together with the product code field.
📦 Stock sync
When you issue an invoice, the app can take the sold quantity off your SmartBill stock, so you don't have to. It runs with the Send SKU to SmartBill’s product code field + Sync stock checkbox above, ticked by default. In SmartBill, the product code (Cod produs) must match the Shopify SKU.
How it works
When an invoice is created, the app finds each product in SmartBill by its code and takes the sold quantity off the warehouse that holds it. If several warehouses hold it, it uses the first one.
Only invoices reduce stock. Proformas, invoices made from a proforma, credit notes and cancellations don't, and they don't add stock back.
Shipping and discount lines never change stock.
All or nothing per invoice: if even one product has no SKU or isn't in any warehouse (for example, a gift card), the whole invoice is created without stock deduction.
Invoices issued before don't change.
If the deduction fails
If SmartBill refuses the deduction (not enough stock, or the product code or unit doesn't match; case counts: “buc” isn't “BUC”), the invoice is not created. You see it on the Monitor with error code 4-4 and in the daily error email.
Fix the stock, product code or unit in SmartBill, then generate the invoice again from the Monitor.
Or untick Send SKU to SmartBill’s product code field + Sync stock and generate it again, without stock deduction.
Good to know: when stock is deducted, SmartBill renames the product in its product list to the name on the invoice (with Product name + SKU, for example, to Product Name SKU001).
Good to know
If a product has no SKU in Shopify, only the product name goes on the document.
If Use product code is on in SmartBill (Configurations » General Preferences) and a product has no SKU, or the checkbox above is unticked, the document isn't created: you see error 4-2 on the Monitor.
Shipping and discount lines never get an SKU.
It applies to every document type the app creates, including credit notes.
A change only affects documents created after you save. Issued documents don't change.
✅ Shipping line name on documents
By default, the shipping line gets the shipping method name from the Shopify order. Some carrier apps use a different name on every order (for example, the parcel locker's name), which makes reports hard to read.
Under Settings » Content » Shipping line name on documents you can enter one fixed name, for example Shipping. Every shipping line on every document then gets this name.
📷 [IMAGE: SmartBill app » Settings » Content: the “Shipping line name on documents” field filled in, and the shipping line on a document with that name]
Good to know
Leave it blank to keep the shipping method name from the Shopify order.
Only the name changes. Price, VAT and quantity stay the same.
It applies to every shipping line (including free shipping) and every document type the app creates, including corrections and credit notes.
The text isn't translated: it shows exactly as you type it.
It applies to documents created after you save, including manual generation. Issued documents don't change.
ℹ️ Additionals
These content settings can't be changed in the app. They work like this:
Tax logic
Our app always works from your Shopify order data, your Shopify tax settings and your invoicing system settings.
Tax setups (VAT rules, OSS, exemptions and so on) depend a lot on your business and country. Please check yours with a tax advisor or accountant.
Important SmartBill VAT rate limitation
SmartBill can only use VAT rates that exist in your SmartBill account.
Check and manage them here: SmartBill → Configurations → VAT rates
If Shopify sends a VAT rate SmartBill doesn't have, the document fails with an error code.
OSS logic
On the SmartBill document, OSS mode shows in the document details, and the document uses your intra-community (OSS) CIF from SmartBill » Configurare » Date Firma. OSS applies when all of these are true on the Shopify order:
Shopify order conditions
No reverse charge applies to the order (usually B2C).
The shipping address country is in the EU.
The shipping address country differs from your store's country (your Shopify store address).
OSS limitation: whenever the OSS conditions are true, the app marks the document as OSS.
Reverse Charge logic
The SmartBill document shows SmartBill’s automatic Reverse Charge text (Taxare inversa), with your intra-community CIF.
VAT rate: 0
Reverse Charge applies when Shopify applied reverse charge to the order:
The customer entered a valid EU VAT ID at checkout (Shopify Tax checks it), or
For a B2B company: the company location has the EU reverse charge exemption and a VAT ID, and Shopify charged no tax on the order.
The tax exemption alone, without a valid VAT ID, isn't enough.
B2C and B2B logic
Individual (B2C): the customer VAT number field is empty.
Company (B2B): the customer VAT number field is filled in.
Order tax exempt
Set on the order in Shopify:
Payment → Charge taxes → Uncheck
If the order is tax exempt, every item on the SmartBill document gets VAT rate 0.
Product tax exempt
Set on the product in Shopify:
Product → Price → Charge tax on this product → Uncheck
If a product is tax exempt, its line on the SmartBill document gets VAT rate 0.
Customer tax exempt
Set on the customer in Shopify:
Customer → Tax details → Don’t collect tax → Check
If the customer is tax exempt, every item on the SmartBill document gets VAT rate 0.
e-Factura (SPV)
The app creates your documents in SmartBill. Sending them to ANAF's e-Factura system (SPV) is done by SmartBill. Turn it on in your SmartBill account:
SmartBill » Configurare » e-Factura » Autorizeaza: connect SmartBill to SPV.
SmartBill » Configurare » e-Factura » Activeaza: turn on automatic sending.
Discounts
Discounts come from the Shopify order.
The discount name on the document:
the discount title, or the discount code if there's no title
If one item has more than one discount (for example, item-level and order-level), the names are listed separated by commas.
Discounts » Free shipping
Free shipping shows as a separate item with the original shipping fee as a negative amount.
Discounts » % or fixed amount discounts
A percentage or fixed discount, on an item or on the order, shows as a separate item with a negative amount.
Shipping address on the document
The shipping address isn't shown on the SmartBill document.
SmartBill doesn't keep a separate contact shipping address for this integration.
Customer phone
If the order has a phone number, it goes on the document with the customer's details, as the customer typed it. There's no setting for it.
We take the first one we find: the billing address, the customer account, the contact phone from checkout, then the shipping address.
If the order has no phone number, none is sent.
A client already saved in your SmartBill account isn't changed, the same as its name and address: the phone goes on the document's client details.
It works on every document the app creates, credit notes included. Issued documents don't change.
Currency
The document uses the order's presentment currency,
the currency the customer paid in at checkout.
Paid status syncing
When a Shopify order is paid (at creation or later), the document in SmartBill is marked as paid too.
Only invoices are marked as paid. A proforma isn't.
This works one way only:
Shopify → SmartBill
Not the other way:
SmartBill → Shopify
If you mark a document as paid in SmartBill, the app doesn't update the Shopify order.
Dates
Issue date:
The day the document is created.
Delivery date:
Same as the issue date.
Due date:
30 days after the issue date.
Dates on Credit notes:
Partial credit note: issue, delivery and due date are the day it's created
Full storno: the issue date is the day it's created. SmartBill sets the other dates.
Document template
The app doesn't pick a template: SmartBill uses the default template set in your SmartBill account.
Email template
Set the email text in SmartBill here:
SmartBill → Configuration → Personalization → edit the email body
Important: automatic email sending only works if your own email server is set up in SmartBill.
Set it up here: SmartBill → Configuration → Email
Without it, documents may still be created, but automatic emails can fail. More info
Payment method
The app sends a payment type only when it marks an invoice as paid (see Paid status syncing). It reads the payment method of the Shopify order:
Bank transfer: Ordin plata
Cash on Delivery (COD): Alta incasare (cash)
Anything else, including Shopify's manual Bank Deposit method: Card
Bank account
The app doesn't send a bank account. The document shows the bank account set in your SmartBill account.
Contact database behavior
SmartBill has a client database, but this integration doesn't save customers into it permanently.
The app sends the order's customer and billing data to SmartBill,
and SmartBill saves it on the document.
If billing data is missing from the billing address, the app uses the Shopify customer data instead.
Bucharest sector handling
SmartBill needs a sector for Bucharest addresses.
The app tries to find the sector from the ZIP code.
If it can't, it uses:
sector 1
POS orders without customer data
For a POS order without a customer, the automatic document uses the order's email address as the name.
With no email address either, the app uses Shopify POS as the name. The country is Romania.
Company name
If the Company field of the billing address is filled in, it becomes the customer name on the document. If it's empty, the customer's first and last name is used.
The company name doesn't decide whether we treat the customer as company (B2B) or individual (B2C): the VAT ID does (see B2C and B2B logic).
Customer type in SmartBill
Whether the customer is a VAT payer depends only on the VAT ID, not on the company name: a customer with a checkout VAT ID is a VAT payer on the document, one without it is an individual.