Invoices for online shops
An online order differs from a counter sale in that the customer never sees you pack it. The invoice is the only thing they receive, so it has to match the order they placed and make the goods and the shipping fee clear.
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Where online orders commonly go wrong
- The shipping fee is not its own line, so the customer queries the total
- No order code, so there is nothing to reconcile against the marketplace order
- The customer is far away, so a paper invoice cannot be handed over
- Many orders in a day, so one order's invoice gets mixed up with another's
Goods and fees spelled out, and sendable by message
Make the invoice to match the order the customer placed: one row per item, and the shipping fee as its own row so the customer can see it. Save it as a PDF to send by message or email, since an online customer never receives the paper copy.
Why it helps
- The shipping fee is its own line, so the customer sees each amount
- The total is calculated, so it cannot disagree with the order placed
- Save a PDF to send by message or email to a customer elsewhere
- One invoice per order, so you can reconcile with marketplace orders at day's end
Features
A separate line for shipping
Record the delivery fee as an item row so the customer sees it clearly as well as the goods.
Several item rows per order
An order with multiple items gets one row each, with quantity and unit price.
Save a PDF to send
Use the browser's print function and choose to save as PDF to send by message or email.
A place for the order code
Note the order code in the notes area so you can reconcile against the marketplace order later.
Who it is for
- Closing an order over chat and needing to send the customer a clear invoice
- Selling on a marketplace and needing an invoice to go with the parcel
- Selling over social media where the customer pays on delivery
Frequently asked questions
Should the shipping fee be separate or added to the goods?
Keep it as its own row. Customers query a total that is higher than the goods alone with no explanation; splitting the fee out lets them check it against the price you quoted.
How do I send the invoice to a customer elsewhere?
Use the browser's print function and choose to save as PDF, then send the file by message or email. You can also print two copies, send one with the parcel and keep one for yourself.
Can I put the marketplace order code on the invoice?
Yes. The notes area is free text, so you can record the order code or a note from the customer. Having the order code there makes it quick to look up if there is a complaint later.