Configure Tax Invoices

Tax invoices are financial documents on the orders in your Store. You can use them in your internal accounting, present them to the local tax office, or send them to your customers. There are two types of tax invoices available in Store: regular invoices for your sales and cancellation invoices to provide a refund for the order. You can use built-in features to generate invoices automatically or manually, delete invoices, download and print invoices individually or in bulk, and customize invoice numbers.  

Note

In the EU and in countries like Australia, New Zealand, or India, invoices are required by law to calculate taxes. In other countries, managing them can be voluntary. If you are unsure whether you need tax invoices for your business, consult with advisors or tax authorities in your country.

Enable or Disable Tax Invoices

You can enable tax invoices if you want to use your Store’s built-in tax invoices feature. These invoices have unique numbers and are legally compliant. 

To enable or disable tax invoices:

  1. In the side panel of the editor, click eCommerce and then click Manage Store.
  2. Click Settings and select Taxes.
  3. Scroll down to the Settings section and click Set Up Tax Invoices.
  4. On the opened page, click Enable Tax Invoices.
  5. In the Settings section, select how you want your tax invoices generated and if you want tax invoices to be automatically attached to order confirmation emails.

Once you enable tax invoices for your Store, a Manage Tax Invoices dropdown menu and the Tax invoices section appears on the pages of the individual orders in the Store Control Panel. If you disable tax invoices, you will no longer see the list of settings for tax invoices.

Note

Even if you selected an auto-generate option for your tax invoices, cancellation invoices always have to be created manually. For more information, see Manually Create Regular or Cancellation Tax Invoice

Manually Create Regular or Cancellation Tax Invoice

By default, regular tax invoices are automatically generated and sent to your customers when the order is placed, while cancellation invoices are only created and sent manually. Regardless of the settings, both types of invoices can always be created manually from your Store Control Panel. 

Note

You can change the default settings for your regular tax invoices and set when they are automatically generated or choose to create and send them yourself. For more information, see Enable or Disable Tax Invoices

Once created, regular tax invoices cannot be further edited. In case you want to make a refund for an order, you need to manually issue a special cancellation (refund) invoice. Cancellation tax invoices are issued for all the products in your order. The difference between cancellation and regular tax invoices is the negative totals and subtotals. Cancellation invoices have their own unique numbers that do not correspond to the number of the regular tax invoice for the order. 

To create a regular or cancellation tax invoice for an order:

  1. In the side panel of the editor, click eCommerce and then click Manage Store.
  2. Click My Sales and select Orders.
  3. Click the order you need to create a tax invoice for. 
  4. Click Manage Tax Invoices dropdown menu and select Create Tax Invoice.
  5. On the opened page, choose Regular (Sale) or Cancellation (Refund).
  6. Click Create Tax Invoice or Create Cancellation Tax Invoice.

You can also create regular tax invoices when placing an order manually in My Sales > Edit Orders. For that, check the Generate tax invoice upon order placement checkbox.

All the invoices that have been created for a particular order (including the auto-generated ones) are available in the Tax invoices section on the page of that order. You can print the invoice or download it as a .pdf to send to your customers. You can always delete invoices if you need to, see Delete Tax Invoices.

Delete Tax Invoices

If you created a tax invoice for an order by mistake, you can delete it.

To delete a tax invoice:

  1. In the side panel of the editor, click eCommerce and then click Manage Store.
  2. Click My Sales and select Orders.
  3. Click the order for which you want to delete an invoice.
  4. Click ... in the Tax invoices section, then click Delete.
  5. In the popup, click Yes.

The tax invoice will be deleted permanently. If you delete the order, all the tax invoices for it will also be deleted.

Note

You may need to make changes to the future tax invoice number if you want to keep the numeration of your tax invoices uninterrupted. For more information, see Customize the Tax Invoice Number

Download and Print Tax Invoices

Tax invoices can be individually downloaded as .pdf or printed. You can also download .pdf invoices in bulk. 

To download or print tax invoices for an individual order:

  1. In the side panel of the editor, click eCommerce and then click Manage Store.
  2. Click My Sales and select Orders.
  3. Click the order.
  4. In the Tax invoices section click Download PDF or Print.

You can also find regular tax invoices attached to the New Order Placed email notifications that you received (if you enabled them for your store in Settings > Notifications and if your tax invoices are automatically generated).

Bulk Download

You can request an archive with all the tax invoices that are available for a certain time period in your store (for example, to present them to the tax office when it’s due in your country).

To download tax invoices in bulk: 

  1. In the side panel of the editor, click eCommerce and then click Manage Store.
  2. Click Settings and select Taxes.
  3. Click the Tax invoices section.
  4. Click the Get all tax invoices at once section to expand it.
  5. Set the time period for which you want to download your tax invoices.
  6. Click Get Tax Invoices.

You will receive a message to the email address that your Store account is registered under with a link to the tax invoice archive available for download in .zip format (the invoices are in .pdf). The link is valid for 48 hours.

Customize the Tax Invoice Number

You can modify the numbers of your tax invoices to adjust them to your business process and your country’s legislation (for example, add a special code in the prefix). Changing the future tax invoice number may also be necessary if you have deleted an invoice or created invoices outside of your Store.

The tax invoices numbers in your store do not depend on the order numbers. Instead, tax invoice numbers use sequential ascending numbering. Each tax invoice number directly follows the preceding one. By default, the number starts at “1”, but you can personalize the tax invoice numbers and set the number for future invoices to any positive integer.

Tax invoices can have any prefix or suffix added to the numeric part. You can also set the minimum number of digits in your invoice (zeros will be added in the beginning if the actual number is smaller). Keep the default settings if you want the numbers of the tax invoices in your store to start with “1”.

To set up your future invoice number:

  1. In the side panel of the editor, click eCommerce and then click Manage Store.
  2. Click Settings and select Taxes.
  3. Click the Tax invoices section.
  4. Scroll down to Settings.
  5. Click the Next tax invoice number section.
  6. In the opened menu, enter prefix and suffix (if needed), tax invoice number (the number of the next invoice to be created in your store), and the minimum number of digits for your invoice.
  7. Click Save.

Changes affect future tax invoices only, existing tax invoice numbers stay the same.

Examples

Example 1. You created invoice #123 by mistake. Even if you delete it right away (as well as the order), the next invoice in your store will be #124. To keep the sequence of invoice numbers uninterrupted, enter “123” as tax invoice number in the Next tax invoice number section. This way, the next invoice that is created in your store will be #123.

Example 2. Every year you keep the following invoice numeration in your store: year-number of the invoice-name of your store. When 2022 starts, you want to reset the numeration. You also know that usually you have 1000+ invoices during the year and want your first invoice to be “0001”. This way, the future tax invoice number will be “2022-0001-Store Name”, where Store Name is the name of your store.

This is how your settings should look in the menu:

tax-invoices.png

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