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Invoices ​

The invoice system generates professional, branded invoices for orders with customizable templates and comprehensive order details.

Overview ​

Shofy's invoice system includes:

  • Automatic generation - Create invoices when orders are completed
  • Manual generation - Generate invoices on-demand for any order
  • Customizable templates - Multiple invoice layouts with theme customization
  • PDF export - Download and print invoices
  • Company branding - Add logo, company details, and tax information
  • Invoice numbering - Unique invoice codes with custom prefix/suffix
  • Multi-currency support - Display amounts in order currency
  • Tax breakdown - Detailed tax components by rate

Accessing Invoices ​

Navigate to Ecommerce -> Invoices in the admin panel.

Invoices list

The invoices table displays:

  • Invoice code
  • Customer name
  • Order code
  • Amount
  • Status
  • Creation date
  • Actions (View/Download/Delete)

Invoice Generation ​

Automatic Generation ​

Configure automatic invoice generation:

  1. Navigate to Ecommerce -> Settings -> Invoice
  2. Enable Generate invoice automatically after order is created
  3. Save settings

When enabled:

  • Invoices generated immediately when order is created
  • Or generated when order status changes to "Completed" (depends on configuration)

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Automatic generation ensures all completed orders have invoices without manual intervention.

Manual Generation ​

To manually generate an invoice for an order:

Method 1: From Order Details

  1. Open order details page
  2. Click Generate Invoice button
  3. Invoice created and linked to order

Method 2: Bulk Generation

  1. Navigate to Ecommerce -> Invoices
  2. Click Generate Invoices button
  3. System generates invoices for all completed orders without invoices
  4. Confirmation shows number of invoices created

WARNING

Generate Invoice button only appears on orders without existing invoices.

Invoice Availability ​

Invoices are available to customers when:

  1. Invoice exists - Invoice has been generated for the order
  2. Order is confirmed - Order status is confirmed (unless setting allows unconfirmed)
  3. Not canceled - Order status is not "Canceled"

Invoice Until Confirmed Setting ​

At Ecommerce -> Settings -> Invoice:

Disable invoice until order is confirmed

  • When enabled: Customers cannot view invoices until admin confirms order
  • When disabled: Customers can view invoices immediately after generation

Use this to:

  • Verify order details before sharing invoice
  • Prevent premature invoice distribution
  • Control customer access timing

Viewing & Downloading Invoices ​

From Order Details ​

  1. Open order details page
  2. Scroll to invoice section
  3. Click action:
    • View - Opens invoice in browser
    • Download - Downloads PDF file
    • Print - Opens print dialog

From Invoice List ​

  1. Navigate to Ecommerce -> Invoices
  2. Find invoice in list
  3. Click View or Download icon

Customer Access ​

Customers can view/download invoices from:

  • Order confirmation email (if invoice is generated)
  • Order details in their account
  • Order tracking page (if accessible)

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Invoices are accessible via secure URLs that include order token for authentication.

Invoice Information ​

Standard Fields ​

Every invoice includes:

Invoice Header

  • Invoice code (unique identifier)
  • Invoice date
  • Order code (reference)
  • Payment status

Company Information (Your store)

  • Company name
  • Company logo
  • Company address
  • Company phone
  • Company email
  • Tax ID (if configured)

Customer Information

  • Customer name
  • Customer email
  • Customer phone
  • Shipping address
  • Tax ID (if provided by customer)

Payment Information

  • Payment method
  • Transaction ID (if available)
  • Payment status

Order Items

  • Product name with SKU
  • Product options/variations
  • Quantity
  • Unit price
  • Tax amount per item
  • Line total

Amounts Summary

  • Subtotal (before tax and shipping)
  • Tax amount (by tax class)
  • Shipping cost
  • Discount amount (if applied)
  • Total amount

Additional Details

  • Order notes/description
  • Coupon code (if used)
  • Shipping method
  • Payment method

Invoice Configuration ​

Navigate to Ecommerce -> Settings -> Invoice to configure:

Invoice settings

Basic Settings ​

SettingDescriptionExample
Invoice code prefixText before invoice number"INV-"
Invoice code suffixText after invoice number"-2024"
Generate automaticallyAuto-create invoicesEnabled
Disable until confirmedHide until order confirmedEnabled

Invoice Code Format:

[PREFIX][NUMBER][SUFFIX]

Examples:
INV-000123
INVOICE-000456-2024
2024-001

Company Information ​

Configure your store's information shown on invoices:

At Settings -> General:

  • Company name
  • Company logo
  • Company phone
  • Company email
  • Company address

At Ecommerce -> Settings -> Tax:

  • Company tax code/VAT

Logo Recommendations

  • Format: PNG or JPG
  • Dimensions: 200x80 pixels optimal
  • Background: Transparent PNG preferred
  • Size: Under 500KB

Invoice Templates ​

Available Templates ​

Shofy includes multiple invoice templates:

  1. Default - Clean, professional layout
  2. Compact - Space-efficient design
  3. Detailed - Comprehensive information display

Navigate to Ecommerce -> Settings -> Invoice Templates to:

  • Preview templates
  • Select active template
  • Customize template HTML
  • Add custom CSS

Customizing Templates ​

To customize invoice appearance:

  1. Navigate to Ecommerce -> Settings -> Invoice Templates
  2. Select template to customize
  3. Edit template:
    • HTML Content - Modify layout and structure
    • Custom CSS - Add styling rules
  4. Use template variables for dynamic content
  5. Click Preview to test changes
  6. Save customization

Available Template Variables:

VariableDescription
invoice.codeInvoice code
invoice.created_atInvoice date
order.codeOrder code
order.created_atOrder date
customer.nameCustomer name
customer.emailCustomer email
customer.phoneCustomer phone
customer.addressShipping address
itemsOrder items list
subtotalOrder subtotal
tax_amountTax total
shipping_amountShipping cost
discount_amountDiscount total
totalGrand total
company.*Company information
payment.*Payment details

For complete template customization, edit the invoice template in the admin settings as described above.

Resetting Templates ​

To restore default template:

  1. Navigate to invoice templates
  2. Select customized template
  3. Click Reset to Default
  4. Confirm reset
  5. Customizations removed, original template restored

WARNING

Resetting deletes all customizations. Export your custom template before resetting if you want to keep changes.

Invoice Status ​

Invoice status tracks payment state:

StatusDescription
PendingPayment not yet received
PaidPayment completed
CanceledInvoice/order canceled

Status is synchronized with:

  • Order status
  • Payment status
  • Refund state

Tax Information on Invoices ​

Tax Breakdown ​

Invoices display tax information:

Per-item tax:

  • Tax amount for each product line
  • Tax rate applied
  • Tax class name

Total tax:

  • Subtotal by tax rate
  • Tax class names
  • Combined tax total

Tax components:

  • GST/VAT breakdown
  • Regional tax components
  • Multiple tax rates summed

Customer Tax ID ​

If customer provides business tax information:

  • Company tax code/VAT number
  • Company name
  • Company address
  • Company email

This information appears in dedicated section on invoice.

Multi-Currency Invoices ​

Invoices display amounts in the currency used for the order:

  • Order currency detected from customer session
  • All amounts shown in that currency
  • Currency symbol and code included
  • Exchange rates (if applicable) stored with order

Invoice Management ​

Editing Invoices ​

Invoices are automatically generated from order data and cannot be directly edited.

To modify invoice:

  1. Edit the source order details
  2. Delete the invoice
  3. Regenerate invoice from order

Deleting Invoices ​

To delete an invoice:

  1. Navigate to Ecommerce -> Invoices
  2. Find invoice to delete
  3. Click Delete icon
  4. Confirm deletion

WARNING

Deleting an invoice removes it permanently. You can regenerate from the order if needed.

Regenerating Invoices ​

To regenerate an invoice:

  1. Delete existing invoice (if any)
  2. Open order details
  3. Click Generate Invoice button
  4. New invoice created with current order data

Email Delivery ​

Invoices can be sent to customers via email:

Order Confirmation Email ​

Include invoice in order confirmation:

  1. Navigate to Settings -> Email
  2. Find Order Confirmation template
  3. Edit template
  4. Add invoice link using the invoice_url variable
  5. Or attach PDF using the invoice_pdf attachment

Invoice Email Template ​

Create dedicated invoice email:

  1. Create new email template
  2. Subject: "Invoice for Order #order.code"
  3. Body: Invoice details and download link
  4. Attach PDF invoice
  5. Send manually or via automation

Printing Invoices ​

Single Invoice ​

To print an invoice:

  1. View invoice in browser
  2. Click Print button
  3. Browser print dialog opens
  4. Select printer or save as PDF
  5. Print/save

Bulk Printing ​

To print multiple invoices:

  1. Export invoices list to CSV
  2. Use third-party tool for bulk PDF generation
  3. Or print individually from invoice list

Invoice Security ​

Invoices include security features:

Access Control:

  • Admin authentication required
  • Customer access via order token
  • Time-limited access URLs

Data Protection:

  • Secure PDF generation
  • Encrypted customer data
  • HTTPS delivery required

Privacy:

  • Customer-specific information
  • No public listing of invoices
  • Restricted search/filtering

Troubleshooting ​

Invoice Not Generating ​

Check:

  • Order is finished (is_finished = true)
  • Invoice doesn't already exist for order
  • Automatic generation is enabled (if expecting automatic)
  • No errors in Laravel logs

Invoice Not Visible to Customer ​

Verify:

  • Invoice has been generated
  • Order is confirmed (if "disable until confirmed" is on)
  • Order is not canceled
  • Customer has correct order URL/token

Wrong Company Information ​

Update:

  • Check Settings -> General for basic info
  • Check Ecommerce -> Settings -> Tax for tax ID
  • Regenerate invoice after updating
  • Clear application cache

Template Customization Not Showing ​

Ensure:

  • Customization was saved
  • Cache is cleared (php artisan cache:clear)
  • Correct template is selected
  • Browser cache is refreshed

PDF Download Failing ​

Check:

  • DomPDF library is installed
  • PHP memory limit is sufficient
  • Temp directory is writable
  • No logo image loading errors

Advanced Features ​

Custom Invoice Numbers ​

For sequential numbering across years:

  1. Set prefix with year: 2024-
  2. Numbers continue: 2024-001, 2024-002
  3. Change prefix annually: 2025-

Invoice API ​

Access invoices programmatically:

php
use Botble\Ecommerce\Models\Invoice;
use Botble\Ecommerce\Facades\InvoiceHelper;

// Get invoice
$invoice = Invoice::find($id);

// Generate invoice
InvoiceHelper::store($order);

// Download PDF
InvoiceHelper::downloadInvoice($invoice);

// Stream PDF
InvoiceHelper::streamInvoice($invoice);

Webhooks ​

Send invoice data to external systems:

Configure at Ecommerce -> Settings -> Webhooks:

  • Trigger: Invoice created
  • Payload: Invoice data JSON
  • Endpoint: Your integration URL

Best Practices ​

  1. Enable automatic generation - Ensures all orders have invoices

  2. Customize company info - Complete all company fields for professional appearance

  3. Test templates - Preview customizations before deploying

  4. Use proper branding - Upload high-quality logo, match brand colors

  5. Include payment terms - Add payment terms to template if needed

  6. Archive invoices - Export invoice data periodically for accounting

  7. Keep templates simple - Avoid complex layouts that may not render properly

  8. Test PDF generation - Verify PDFs render correctly on different devices

  9. Backup customizations - Save custom template code before updating

  10. Monitor errors - Check logs for invoice generation failures

Frequently Asked Questions ​

Can I edit an invoice after generation? ​

No. Invoices reflect order data at generation time. Edit the order and regenerate the invoice if needed.

Are invoices legally valid? ​

Invoices include all standard required information. Check with your accountant for specific legal requirements in your jurisdiction.

Can I create invoices without orders? ​

No. Invoices are always linked to orders. Create an order first, then generate its invoice.

How do I add my tax ID to invoices? ​

Add it at Ecommerce -> Settings -> Tax. It will appear in the company information section.

Can customers print invoices? ​

Yes. Customers can view and print invoices from their order details page.

What format are invoices stored in? ​

Invoices are stored as database records. PDFs are generated on-demand when viewed or downloaded.

Can I change invoice numbers? ​

Invoice numbers are auto-generated and cannot be changed after creation. Set prefix/suffix before generating.

How long are invoices kept? ​

Invoices are kept indefinitely unless manually deleted. They remain as long as the order exists.

Built with Laravel and developed by Botble Technologies © 2026.