Invoices

introduction are you looking to create invoices for your b2b customers? sparklayer offers a variety of ways to allow invoices to be sent, streamlining your b2b operations method details use case sparklayer invoices customers can view & download invoices directly via sparklayer your invoicing requirements are relatively simple and you don't want to use additional third party apps learn more in the guide below metafield and attaching invoices add custom invoice details within your store using special metafields that can be associated with an order (manually or automatically) you have an existing system that is already generating invoices for your store and you can access these as files (e g a pdf) credit, net terms, & invoicing docid\ ywm70oquosykooiqb4z4g third party app tools such as sufio allow you to automatically integrate their solution into sparklayer you require invoicing beyond b2b (e g for your regular cusotmers also) and need more design customisation sufio invoicing docid\ qlbasatpzocof5exc99o3 please note this guide focuses on sparklayer's own invoicing solution sending invoices via sparklayer please note sparklayer invoices is only available on the sparklayer growth, pro, and enterprise plan you can change your plan here https //app sparklayer io/settings/plan or learn more https //www sparklayer io/pricing/ about our how pricing works the sparklayer invoice feature allows you to automatically generate professional invoices that your customers can easily download, directly from their my account sparklayer's invoicing feature removes the need for third party invoicing tools or apps and offers a seamless way to manage and share invoices with your b2b customers want to see how invoices look before reading on? click our example invoice below https //archbee doc uploads s3 amazonaws com/jqdlbasp2tn4fw6wpy669 gm77zkemwddqlh0pebl c 20250215 112744 pdf getting started to get started with invoices, you'll need to enable the feature within the sparklayer dashboard, go to the settings area https //app sparklayer io/configuration/settings/general and switch on "enable invoices" once enabled, you'll then see an option to edit invoice settings (such as the content that shows when viewing an invoice) please see invoices docid\ nkh8h14ffna5dd71swwnd below for full details on how this works how invoices work once you've enabled invoices via the setting detailed above, the process for viewing and downloading invoices is simple for your customers watch our short video below to see the process works as follows your b2b customer (or sales agent) places an order via your online store after an order is placed and in a "processing" status, an invoice is automatically generated and prefilled with your company details, items within the order, and any other additional information you've included (see "customising invoices" below) your b2b customer (or sales agent) can then login at any time and, when viewing a specific order, they'll see a button to "view & download invoice" when clicking this button, the invoice will load and they can then download as a pdf if they require important items to note when using sparklayer invoices, please note the following item details order status invoices are available when an order is created (e g an order with a status of "processing") if you're using draft orders or an order needs to be approved via company users docid wwfewvjy9xrsuncqlfoz , the invoice will not be created until the order is completed invoices are not available for orders that have a refund or cancellation applied invoices are not available for orders that have "split shipments" (e g part of the order was fulfilled before being completely fulfilled) order edits ❌ editing a completed order if you're making edits to a completed order (i e an order that is "processing" but not yet fulfilled), these changes will not reflect on the invoice generated ✅ editing a "draft" order if you're making an edit to an order that is in draft status, these changes will apply once the order has been completed (i e set to "processing) customising invoices it's possible to make customisations to your invoices directly within sparklayer and the built in tooling allows you to make changes in a variety of ways please note when you make customisations to your invoices, these will take effect for all invoices that are downloaded via sparklayer content details content zones content zones allow you to add content into 'predefined sections' of the invoice such as payment terms, bank details, terms and conditions, or anything else you may require default fields sparklayer automatically captures a range of default fields such as your company name, phone number, and address these will automatically show on invoices and can also be edited theming sparklayer also allows an advanced option with "themes" that can be modified to give you complete control over how the invoice looks please note, this does require advanced coding experience and documentation must be reviewed before making changes content zones content zones are predefined sections of text that automatically show on the invoices your customers see it's a great way to add content such as payment terms, bank details, additional information, and anything else you need your customers to be aware of when viewing an invoice to get started with content zones, go to the settings area https //app sparklayer io/configuration/settings/general and ensure "enable invoices" is switched on next, within "invoice settings" click the edit button you'll then see the option to modify three separate content zones, each with a field for title and a description field details title this will show in larger, bold text within the content zone description this will show in smaller text, below the title when a content zone is populated, it will then show at the bottom of the invoice if you've included "line breaks" in your content (i e starting a new line for a sentence), this will display as you've entered it on the invoice please note it's not necessary to populate all three content zones you can choose which content zones you'd like to use with the title and description both being optional in our example below, we've illustrated how you could use a content zone to specify the payment details your b2b customers must use including advanced data in content zones if you're using additional fields during the checkout process, you can also include more advanced content within content zones for example, you may be using cart & checkout docid\ o3ndhzbcxiswh6m6satdt to capture data such as a "shipping date" or a "po number" we've included some ready made code samples below that can simply be copied and pasted into a content zone field show "additional information" field (e g purchase order) please note before adding this code, you'll need to make sure you have the "additional information" field enabled during the checkout cart & checkout docid\ o3ndhzbcxiswh6m6satdt {% if purchase customer reference %} customer reference {{ purchase customer reference }} {% endif %} show the payment type please note this will show the payment type used on the order payment methods docid\ ibikczvhm085bkejiffyv {% if purchase payment method == "upfrontpayment" %} a message for pay online by card {% elsif purchase payment method == "paymentonaccount" %} a message for payment on account {% elsif purchase payment method == "paymentbyinvoice" %} a message for pay by invoice {% elsif purchase payment method == "quote" %} a message for quote {% else %} {{ purchase payment method }} {% endif %} show a custom "shipping date" please note before adding this code, you'll need to make sure you have a custom "shipping date" field added via cart & checkout docid\ o3ndhzbcxiswh6m6satdt the field name should match the name you are using for your custom checkout field {% for field in purchase custom fields %} {% if field name == "delivery date" %} shipping delivery date {{ field value }} {% endif %} {% endfor %} show a custom "order notes" please note before adding this code, you'll need to make sure you have a custom "order notes" field added via cart & checkout docid\ o3ndhzbcxiswh6m6satdt the field name should match the name you are using for your custom checkout field {% for field in purchase custom fields %} {% if field name == "order notes" %} order notes {{ field value }} {% endif %} {% endfor %} show a custom "tax id" please note before adding this code, you'll need to make sure you have a custom "tax id" field added via cart & checkout docid\ o3ndhzbcxiswh6m6satdt the field name should match the name you are using for your custom checkout field {% for field in purchase custom fields %} {% if field name == "tax id" %} tax id {{ field value }} {% endif %} {% endfor %} default fields default fields are pre configured for invoices and include data such as your company name, phone number, address and more you can manage the default fields via the sparklayer dashboard by going to settings and clicking edit within "store details" to learn more about how this works, please see settings docid\ gznstztqcrfflfzstaw0n when set, these will show at the top of your invoice, displayed clearly to the customer theming please note theming is only available on the sparklayer pro, and enterprise plan and is currently invite only sparklayer supports full "theming" of your invoices, giving you total control over how the invoice looks such as its layout, typography, colour scheme, and anything else you may wish to edit you can access this within the sparklayer dashboard here and learn more about how it works settings important powering the themes is a special programming language that does require a technical understanding before making modifications we do recommend engaging a web developer should you wish to make use of this feature how to test and view invoices when you make modifications to invoicing (as detailed in "customising invoices" above), these will immediately show when customers subsequently view an invoice online currently, there is no built in way to test and view an invoice within the sparklayer dashboard but we've a simple way to let you review changes the process works as follows create a test order on your website, login as a b2b customer (or as a sales agent) and proceed to place an order the order will need to be in a "processing" state in order to generate an invoice (i e not a "draft" order) view your order next, within the my account area of sparklayer, find and view the order you just placed download the pdf on the order details page, you will see a "view & download invoice" button when you click this, the invoice will then load in your web browser and can then be downloaded iterate with any edits once you've viewed the pdf, you may want to make edits within the sparklayer dashboard, you can then follow the options within "customising invoices" above with any changes you'd like these will then automatically take effect the next time you view an invoice whilst this process does require a degree of manual intervention, it will allow you to verify how your invoices appear and make any necessary adjustments compliance staying compliant with local invoicing regulations is essential for running a professional business every country has unique rules, from mandatory fields to tax details and legal statements sparklayer provides the flexibility to meet these requirements with content zones , you can customise your invoices during setup, adding payment terms, bank details, or unique legal requirements this flexible solution ensures your invoices align with local standards sparklayer equips you with the tools to support compliance but is not an accounting or legal service provider we are not liable for ensuring your invoices meet local regulations please consult a professional to verify compliance frequently asked questions what sparklayer plan do i need to be on to enable invoices? invoices is only available on the sparklayer growth, pro, and enterprise plan you can change your plan here https //app sparklayer io/settings/plan or learn more https //www sparklayer io/pricing/ about our how pricing works how do i turn on invoices? please see "getting started" above please also note, invoices is only available on the sparklayer growth, pro, and enterprise plan how do i view changes i make to invoices? please see "how to test and view invoices" above how do multiple currencies work? the invoice feature automatically detects the currency used for each order based on your customer’s location or your store’s settings this ensures that the invoice is generated in the correct currency how does tax work on invoices? tax is calculated based on the settings you have configured within your store to learn about how sparklayer handles tax, please see tax & shipping docid\ zssxg6fjrlcod gxolutn i can't download an invoice what am i doing wrong? if you’re unable to download an invoice, try the following ensure the order is in a "processing" status this will ensure the invoice has been generated correctly and is available to download in the my account section check your browser's settings to ensure pdfs are being downloaded correctly you can also support docid\ nnuw1g9z7eaj4m78vk7t9 and we'll be happy to assist if i edit an order, will the changes reflect on the invoice? ❌ editing a completed order if you're making edits to a completed order (i e an order that is "processing" but not yet fulfilled), these changes will not reflect on the invoice generated ✅ editing a "draft" order if you're making an edit to an order that is in draft status, these changes will apply once the order has been completed (i e set to "processing) can i show custom checkout fields on an invoice? yes, you can display cart & checkout docid\ o3ndhzbcxiswh6m6satdt on your invoice (e g tax id number), please see "customising invoices' above how do i set payment terms and how do they show on invoices you can set payment terms using the content zones feature (see above) this allows you to enter "freeform" text that could detail any information you need customers to be aware of when making payments in our example below, we've illustrated how you could use a content zone to specify the payment details your b2b customers must use how do i turn off my other invoicing system? sparklayer supports a direct integration with invoicing app, sufio if you're using this with sparklayer, you can easily turn it off via the partner integrations area if you're using sparklayer to fully replace an invoice app you're using on your online store, you can follow standard methods to uninstall the app from your store how do i fully customise how the invoice looks? if you need to extend how your invoice looks beyond the content zones, sparklayer does offer an option for theming please note, this will require a web developer to assist with and we recommend speaking with support docid\ nnuw1g9z7eaj4m78vk7t9 can i use my own invoices instead of the invoices from sparklayer? yes if you'd prefer to use invoices from another system, we've credit, net terms, & invoicing docid\ ywm70oquosykooiqb4z4g on how to set this up how does a customer share an invoice? the easiest way for a customer to share an invoice is for them to sign into their account, view an order, and then download the invoice this will then generate a pdf file that can then be shared via their preferred means e g via emai can i use invoices for my regular (non b2b) customers? at this time, it's only possible to use this feature for logged in b2b customers that are configured via sparklayer limitations the sparklayer invoice feature will be subject to many ongoing improvements, however please be aware of the following limitations currently item description line item tax it is not currently possible to show line item tax breakdowns within an invoice refunds, returns, cancellations it is not currently possible to show these order status types within an invoice supported languages we currently support the following languages english, french, and spanish invoices will only be downloaded in the default store language, even if your store is set up with multiple languages if you need support for another language, please contact support docid\ nnuw1g9z7eaj4m78vk7t9 feedback we've love to know if you have feedback on this feature let our team know by emailing product\@sparklayer io