Manage your invoices by navigating to Orders > Invoices in your eCom back office. By default, your invoices are listed by the date they were added, but you can filter them by payment status, payment date, and VAT shifted items. You can also search for an invoice by customer name.

Managing invoices

To manage an invoice in your eCom back office:

1. Navigate to Orders > Invoices.
2. Locate the invoice and click the invoice number to open the details.
3. Make any changes or updates.
4. Click Save.

You can click Print invoice to print a copy of the invoice, click Resend invoice to resend an invoice, or edit an invoice's payment status and delivery timeframe.

You can also change the invoice settings:

• Status: Use the status dropdown to mark an invoice as paid. For a standard invoice, you can change the status from Unpaid to Paid. If a credit invoice has been processed, you can set the status to Paid or Not paid.
• Notify customer: When toggled on, eCom will immediately send an email to the customer’s email address on file.
• Delivery timeframe: Add custom text to keep your customers informed about delivery timeframes.

Editing invoice settings

You can set invoices to be created manually or automatically when the customer pays for their order. You can also configure eCom to only send invoices after a successful payment.

Customers won't receive an invoice in the first order notification sent after an order is placed. You can also further customize your notifications.

To edit invoice settings, including invoice creation type:

1. Navigate to Settings > Administration.

   

2. In the Invoices section, choose your invoice creation setting from the Create dropdown. Lightspeed eCom offers three options for invoice creation:

   • Direct (Default): New orders are created with invoices automatically, before a payment has been received. Unpaid invoices are sent to customers as confirmations of new orders. Once payment is received, customers receive a second email confirming payment.
   • Paid: Customers receive an email once payment has been received.
   • Manual: Invoices must be manually created and sent for each new order.

   

3. (Optional) Toggle on Hide email & phone number to hide these fields on invoices.

4. (Optional) Toggle on Attach terms and conditions to automatically attach a text copy of your Terms and Conditions to the invoice.

   If multiple invoices are created, the Terms and Conditions will only attach to the first invoice sent.

5. Click Save.

Enabling e-invoicing for B2B sales

You may be required to enable e-invoicing to provide machine-readable e-invoices for B2B (business-to-business) and B2G (business-to-government) transactions.

The regulations depend on your jurisdiction, region, and whether you are required to comply with the EU’s VAT in the Digital Age (ViDA) directive. For a full list of regulations, contact your local regulators.

To enable B2B e-invoices:

1. Navigate to Settings > Administration.
2. Under Invoices, toggle on Enable e-invoicing for B2B. This will activate the IBAN and Tax ID fields if the information is missing.
3. Fill out the Payment deadline field. Fill out the IBAN and Tax ID fields if they are empty.
4. Click Save.

To add your tax ID:

1. Navigate to Settings > Company.
2. Enter you company name in the Company name field.
3. Add your tax ID in the Tax ID field.
4. Click Save.

To add your bank account:

1. Navigate to Settings > Company and scroll down to Bank information.
2. In the Account holder field enter the account holder's name.
3. In the IBAN field enter your IBAN number.
4. Enter the SWIFT or BIC in the SWIFT/BIC field.
5. In the Bank name field, enter the bank name.
6. Enter the bank location in the Bank location field.
7. In the Bank code number enter the bank code number.
8. Click Save.

Once e-invoicing is enabled, business customers will need to provide their tax ID when purchasing. Lightspeed eCom will automatically detect if the customer has a service point access provider and send an e-invoice. Otherwise, the system will send a PDF invoice through email. The status of an e-invoice will be visible under the Payment field of the order page. 

For merchants in Belgium, the e-invoice will be sent through the Peppol network.

Modifying the invoice template

In some countries, merchants are required to display the original parent invoice number on all credit invoices. If you modified your invoice template, you may need to update the invoice template's HTML code.

1. Navigate to Design > Content templates.
2. Click Invoice template.

3. In the invoice template, find the following code block:

   <div class="pull-right text-right">
      <h1>{{ (invoice.is_credit ? 'Credit memo' : 'Invoice') | t }} {{
     invoice.number
      }}</h1>
      <h3 class="text-muted">{{ 'Order' | t }} {{ order.number }}</h3>
   </div>
   </div>
   

4. Replace the original code block with the following code block:

   <div class="pull-right text-right">
     <h1>{{ (invoice.is_credit ? 'Credit memo' : 'Invoice') | t }} {{ invoice.number
     }}</h1>
     <h3 class="text-muted">{{ 'Order' | t }} {{ order.number }}</h3>
   {% if invoice.is_credit %}
     <h3 class="text-muted">{{ 'Original Invoice' | t }} {{ invoice.parent_number
     }}</h3>
   {% endif %}
   </div>
       

Exporting invoices

You can edit eCom information in bulk by creating and downloading an exported CSV file. Edit the information in a spreadsheet and import the modified file.

Create a backup copy before making extensive changes. Save a copy of the export to your device within 30 days before it is automatically deleted.

If you need to export your invoices:

1. Navigate to Orders > Invoices.

2. Click Export > Export Invoices and enter a date range to select the invoices you want to export.

   

3. Alternatively, you can use the checkboxes in the list to select your invoices and select Export to .CSV from the bulk action menu.

   

4. Optionally, you can access and download your exported invoices by navigating to Tools > Exports.

What's next?