In this article, you'll learn how to configure your invoice documents, including all the necessary settings for B2B credit notes/invoice corrections. We'll also show you how to create invoices for different Sales Channels.

You can customize your invoice document under Settings → Shop → Documents → invoice or create another invoice document via Create document. Below you'll find an overview of the various configuration options.

When you create a new document, you first need to define a document type and assign it to a Sales Channel. A document can also be assigned to multiple Sales Channels.

Here you'll find various options for the document's appearance. For example, you can upload your company logo, set the page format and orientation, and show or hide the header and footer, page numbering, and order line items. You can also configure here whether the notice for intra-community supply or tax-exempt export should be displayed on the invoice. Please see the information on this further below.

Here you can enter your company address and other business details. The address appears in the top right, above the destination address, on the invoice document.

If you've connected several Shopify shops to your Pickware Admin and therefore need individual invoice documents, create a separate invoice document for each shop and assign it to the corresponding Sales Channel.

The default invoice document applies globally to all Sales Channels and cannot be deleted. However, as soon as another invoice document exists for a specific Sales Channel, it is used instead of the global document.

Under Settings → Number ranges, you can adjust existing number ranges as needed and add new ones, and use the Assignment section to control which document type or Sales Channel they apply to.

For B2B invoices within the EU, the VAT ID and a notice regarding the intra-community supply must be automatically included. For deliveries outside the EU, a notice regarding tax-exempt export is required. To achieve this, the following settings need to be made in the Pickware Admin:.

Whether and in which case the intra-community supply or tax-exempt export notices are displayed on the invoice is controlled via the EU member state field under Settings → Countries. All countries marked as EU member states receive the intra-community supply notice, and all other countries receive the tax-exempt export notice.

In addition, you can store a different email address for sending invoices in the Pickware Admin, in the customer detail view under additional fields. This address is used when invoices or credit notes/invoice corrections are sent by email – for example, to send the invoice directly to accounting, while shipping or tracking information continues to go to the regular customer address - regardless of whether the sending is done manually or automatically via the Flow Builder.

If this field is left empty, the email address stored in the customer account is used.

In the POS, the alternative email address is currently not automatically pre-filled.

For more information on B2B orders in Pickware, see this article: How can I use Pickware for B2B orders?

Under Background image in the document settings, you can store an image that is displayed across the entire surface of the document. This allows you to apply your corporate design to the invoice, for example.

To do this, select an image from your uploaded media.

Please note the following: