Using the Flow Builder, you can generate invoices automatically by adjusting the corresponding flows or creating new ones.
This is especially useful when invoices should always be created at a clearly defined point in the order process – for example, when a certain order status is reached or after payment has been received – saving you the tedious work of manually creating invoices.
Below you'll find a step-by-step guide for automatic invoice creation. You can find general information and tips on the Flow Builder here.
Make sure invoices are only generated through one route.
If you already create an invoice before picking & packing – whether through a flow or manually – no additional invoice will be generated in the WMS.
Before setting up a flow, check carefully whether invoices are already being generated through other processes, at what point they should be created, and make sure no duplicate invoices are created.
When does it make sense to create invoices via flow?
Automatic invoice creation via the Flow Builder is particularly suitable when:
Invoices should always be created at a specific event in the order process (e.g. when a status changes)
Invoices should be generated independently of the WMS
Invoices should not be created manually in the backend
If you use Pickware WMS, you should check before setting this up whether and at what point invoices are already being generated via the WMS, to avoid duplicate invoices.
Recommended time for invoice creation
In many processes, it has proven effective to generate invoices when the order status changes to "In progress". At this point, it's usually ensured that the order is complete and ready for further processing.
Which trigger makes sense for you depends on your individual process – for example, whether invoices should be created before or after payment is received.
Adding automatic invoice creation to a flow
Go to Settings → Shop → Flow Builder and click Add flow at the top.
Give your flow a name and, optionally, a description. If several flows use the same trigger, you can use the Priority field here to define the order in which the flows are executed. Then set the Active toggle.
Next, switch to the Flow tab and select the trigger that best fits your processes.
Below that, add a new action. You'll find the desired action under General → Generate document. Then select Invoice as the document type to be generated, along with the warehouse the document should relate to. Then click Add action.
Now save the flow using the button in the top right corner. If needed, you can add further actions or conditions to better reflect your processes.
Sending invoices to your customers by email
You can automate your invoicing process even further by adding a button to your email template that lets your customers open the invoice directly. How to do this is described here.