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! 😊
✅ Numbering series
The numbering series is applied separately for each document type, based on your selected settings. You can manage it directly in your SmartBill account.
Click 'Refresh list now' button to see the latest list from SmartBill settings. If you do not see the list, try to refresh again, wait a little and you will see the list.
Example
First, within SmartBill » Configuration » Document series » and manage your serieses and Save them:
On the app dashboard, click 'Refresh list now' and choose this numbering sequence:
Within SmartBill you will see this, documents are numbered based on your settings:
✅ Default document language
We aim to automatically select the language based on the customer's billing country.
Example
Let's say that the country on the customer billing address is Poland, so the app tries to create the document in Polish, but if there is not Polish option in iDoklad, the app uses your default value when generating, which is Romanian:
✅ 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 "buc" on the app dashboard:
Within SmartBill you will see this unit name at every document item:
✅ Note
This text will be shown in the custom note section of your created document as a public note. You can use this merge tags: {{order_number}}, {{order_id}}
Example
If you enter 'Shopify order number is {{order_number}}' on the app dashboard:
Within SmartBill 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.
Important SmartBill VAT rate limitation
SmartBill can create documents only with VAT rates that exist in SmartBill.
You can check and manage VAT rates here: SmartBill → Configurations → VAT rates
If Shopify sends a VAT rate that is not available in SmartBill, document generation will fail with an error code.
OSS logic
On the SmartBill document, OSS mode is shown in the document details. OSS applies when all of these Shopify order 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.
OSS limitation: If the OSS conditions are true, the app marks the document as OSS. This means the document can receive the OSS label whenever the condition matches.
Reverse Charge logic
On the SmartBill document, SmartBill’s automatic Reverse Charge tax text is shown.
VAT rate: 0
Reverse Charge applies when all of these Shopify order conditions are met:
The order is B2B.
The order fulfillment location country is different from the order shipping address country.
The shipping address country is in the EU.
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 SmartBill 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 SmartBill document.
SmartBill also adds an item-level note: Exempt from VAT
The note is shown in the document language.
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 SmartBill 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 cod
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 SmartBill document.
SmartBill does not handle a separate Contact shipping address for this integration.
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 SmartBill is also marked as paid.
This works in one direction only:
Shopify → SmartBill
It does not work in the opposite direction:
SmartBill → Shopify
So if you mark a document as paid in SmartBill, 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 SmartBill, this is the same as the issue date.
Due date:
The due date is set to 30 days after the issue date.
Dates on Credit notes:
Issue date: the day the credit note is created
Delivery date: the day the credit note is created
Due date: 30 days after the issue date
Document template
You can create template variants in SmartBill.
The app uses the selected / available SmartBill template variant when creating the document.
Email template
Email text can be configured in SmartBill here:
SmartBill → Configuration → Personalization → Edit the body text of the emails
Important: automatic email sending through the API works only if your own email server is configured in SmartBill.
You can configure it here: SmartBill → Configuration → Email
If this is not configured, document creation may work, but automatic email sending can fail. More info
Payment method
The app reads the payment method from the Shopify order and tries to match it with an available SmartBill payment method.
If the app cannot match it, it uses the default value.
Default fallback value: Credit card
Contact database behavior
SmartBill has a Client database, but for this integration, SmartBill does not save the customer data permanently to the client database.
The app sends Shopify order customer and billing data to SmartBill.
SmartBill saves the data on the document.
If required billing data is missing from the Billing address, the app uses the available Shopify Customer data instead.
Bucharest sector handling
For Bucharest addresses, SmartBill requires a sector.
The app tries to detect the sector from the ZIP code.
If the app cannot detect it, it uses this default value:
sector 1
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.