This article explains which inFakt documents the app creates and when: document types, triggers, exceptions, email sending and linked documents. The app always uses the Shopify order data as it is when the document is created.
📄 Available document types (WHAT to generate)
The app can create these documents in inFakt:
1 | Invoice |
2 | Proforma |
3 | Credit note |
In some cases the app creates another type instead of a regular invoice:
OSS invoice, when OSS applies to the order. See OSS logic.
Final invoice (faktura końcowa), when the app already made a proforma for the order. See Linked documents.
A credit note is an inFakt correction (korekta). For an OSS invoice, it’s an OSS correction.
✅ What a document needs
A document is created only if your inFakt account is connected and the trigger of that document isn’t Never.
If something is missing, the Monitor shows an error code with the fix. See Looking up an error code.
⚡ Triggers (WHEN to generate)
For each document type, choose the event that creates it. Each document type is created automatically only once per order.
Manual generation: you can also create documents one by one from your Shopify orders. Learn more
Document triggers
For invoice and proforma:
⚡ Trigger 1 » Never
The document is never created automatically.
⚡ Trigger 2 » When unpaid order is created
The document is created when an unpaid order (payment status: Pending) is created or imported.
⚡ Trigger 3 » When order is paid
The document is created when
a paid order is created or imported, or
an unpaid order becomes paid.
⚡ Trigger 4 » When order is fulfilled
The document is created when
a fulfilled order is created or imported, or
an unfulfilled order becomes fulfilled.
⚡ Trigger 5 » When any order is created
The document is created when any order is created or imported.
Credit note triggers
A credit note in inFakt is a correction (korekta).
⚡ Trigger 1 » Never
No credit note is created automatically, whatever the refunds or cancellations.
⚡ Trigger 2 » When order is partially or fully refunded
Every refund in Shopify gets its own credit note.
Full refund (the refunded amount is the order total): every item and the shipping are corrected to 0.
Partial refund: only the refunded items (with their new quantity) and the refunded shipping are on the credit note.
⚡ Trigger 3 » When order is canceled
When the order is cancelled, the app creates a credit note for the whole order: every item is corrected.
Set it up
Open inFakt | Integration app » Settings menu » Triggers section » Invoice field (or Proforma, Credit note) » choose a trigger » Save
Good to know
To create a document type again for the same order, use manual generation.
By default, Invoice is set to When any order is created with email on. Proforma and Credit note are set to Never.
✅ POS orders
POS orders (sales in your Shopify POS) get documents like web orders: the same triggers, document types and settings apply.
The document is created about 1 minute after the sale, so Shopify can add the customer to the order first.
With a customer on the order, the document uses the customer’s details, like a web order.
Without a customer, the buyer is the order’s email address. With no email either, the buyer is Shopify POS, with your store’s country.
✅ Credit note details
An inFakt credit note is a correction of the original invoice. The corrected items show with negative amounts.
How it works
Credit notes are created only for invoices created by the app, OSS invoices included.
A final invoice made from a proforma doesn’t get a credit note.
Numbering is always your inFakt default numbering. See Numbering.
The app can’t email credit notes. You can send one by hand, directly from inFakt.
The credit note has the same payment method as the original document.
Order adjustment limitation
inFakt credit notes don’t support order adjustments. If you refund in Shopify only an amount, without picking a product or shipping, the app can’t create a correct credit note.
If that amount is the whole order total, it counts as a full refund, and the credit note covers the whole order.
✅ Orders where documents are not created
Draft orders never get a document. Once the draft becomes an order, your triggers apply to it.
🚫 Skip orders and Generate for
Choose which orders never get an automatic document, and whether each document type is made for everyone, only companies or only individuals.
Skip these orders
Pick orders that never get an automatic document, whether the customer is a company (B2B) or an individual (B2C). You find it at the bottom of the Triggers card in Settings. You can skip orders when:
the order has a tag: one of your tags, exact match (upper or lower case doesn’t matter),
the order comes from POS (in-store),
the order is paid with a selected payment method: Cash on Delivery (COD), PayPal or bank transfer (Bank Deposit),
the order contains only gift cards (an order paid with a gift card isn’t skipped),
the order total is 0.
If one of them matches, the Monitor shows No document with the reason, for example Skipped by your exception: order is paid with …. You can still create the document by hand with Generate document.
Payment method
Cash on Delivery and Bank Deposit are Shopify’s built-in manual payment methods. A manual payment method you created with your own name can’t be recognised.
PayPal means PayPal Express. PayPal paid through Shopify Payments can’t be recognised, so the document is created.
Card payments (also Apple Pay, Google Pay and Shop Pay) can’t be chosen: Shopify shows them all as Shopify Payments.
An order paid in parts is skipped only if every part was paid with a selected method. If any part was paid another way (for example gift card + COD), the document is created. The Monitor lists all the methods.
Tags
With a tag exception, the automatic document is created about 60 seconds after the trigger, and the tags are read again, so a tag you add right after the order still counts. A tag added after the document was created doesn’t change it.
0-value orders
Orders with a total of 0 still get documents. To skip them, add the Order total is 0 exception. New installs start with it.
Generate for
For invoice and proforma, choose who gets it: Everyone (default), Companies or Individuals.
A company (B2B) is a customer whose order has a valid VAT ID (NIP). See B2B handling.
It only decides whether the document is created. Email sending stays as you set it for each document.
When a document is skipped because of Generate for, the Monitor doesn’t show a separate reason for it.
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: you can skip orders paid with a selected payment method (see above). Different triggers per payment method aren’t available.
Set it up
Open inFakt | Integration app » Settings menu » Triggers section » Skip these orders » Add exception
In Skip orders when, choose the exception (for tags, enter them separated by commas) » Add exception » Save
For Generate for: choose Everyone, Companies or Individuals under each document type » Save
Good to know
By default there’s no exception and every document is for Everyone. New installs start with the Order total is 0 exception.
Skipped orders get no credit note. Generate for doesn’t apply to credit notes.
If two settings clash, you see a warning, but you can still save.
Documents you create by hand ignore these settings.
A change only affects new orders. Issued documents don’t change.
✅ Trigger delays
Some triggers wait a little before the document is created. The document is always made from the latest order data, after the wait. Credit notes are created without a delay.
Trigger delay for COD orders
Only for the When any order is created and When unpaid order is created triggers.
Cash on Delivery (COD): the trigger runs after about 30 seconds (When any order is created) or 35 seconds (When unpaid order is created).
Any other payment method: the trigger runs right away.
Trigger delay for POS orders
For POS orders, every trigger runs after 60 seconds.
Trigger delay with a tag exception
If you have a tag exception, every automatic document waits 60 seconds and the tags are read again. See Tags.
✉️ Send documents in email
Tick Email this document to the customer to send the document to the customer through inFakt, right after it’s created. You can turn it off anytime.
How it works
inFakt sends the email to the order’s email address (or, if it has none, the customer’s).
The document is created first, then the email is sent. These are two separate steps.
If the email isn’t sent, the document is still created and saved. It isn’t created again, so there’s no duplicate.
An email is never sent twice for the same document.
If you fix a setting later, earlier emails aren’t sent automatically.
A final invoice made from a proforma is emailed as a final invoice, following the Invoice email setting.
Credit notes can’t be emailed by the app.
The Monitor shows under every invoice, proforma and final invoice what happened to its email. See Success.
Set it up
Open inFakt | Integration app » Settings menu » Triggers section » Invoice or Proforma field » tick Email this document to the customer » Save
By default it’s on for the invoice and off for the proforma.
🔗 Linked documents
inFakt links some documents to an earlier one of the same order.
Proforma » Final invoice
If the app already made a proforma for the order and later creates an invoice, it creates a final invoice in inFakt, linked to the proforma. This also applies to an invoice you create by hand.
Important linking limitation
The app always links to the latest document of the order. So if an order has several documents, the next related one (such as a credit note) is linked to the latest.