Documentation

Everything you need to know about Easy Invoices

Table of Contents

Getting Started

After installing from the Shopify App Store, a 4-step setup wizard guides you through the complete configuration. You'll be ready in minutes.

Step 1: Shop Setup

Enter your company details so all invoices are issued correctly.

  • Company name and business address
  • Invoice number prefix (e.g., INV-)
  • Optional year prepending (e.g., 2026-001)
  • Tax number and VAT ID
  • Bank details (IBAN, BIC, account holder)

Step 2: Email Setup

Choose how invoices should be sent to your customers.

  • Whitelabel service: Ready to use immediately, no technical configuration needed
  • Custom SMTP server: Emails sent from your own domain
  • Quick setup for Gmail, Outlook, and OVH
  • Optional DKIM setup wizard for better deliverability

Step 3: Customize Templates

Design your invoices to match your brand.

  • Upload logo and adjust size
  • Intro text for invoices, credit notes, and cancellations
  • Footer with custom information
  • Live preview of your changes

Step 4: Review & DPA

Review all settings and complete the setup.

  • Summary of all settings at a glance
  • Confirm Data Processing Agreement (DPA)
  • Generate and review a test invoice
  • Activate automatic invoice generation

You can change all settings at any time later in the app settings.

Automatic Invoice Generation

Easy Invoices monitors your Shopify orders in real-time via webhooks. As soon as an order is marked as paid, the app automatically creates a professional PDF invoice – without any manual intervention.

  • Automatic detection of payments via Shopify webhooks
  • Instant PDF generation with all order and customer data
  • Sequential invoice numbers with configurable prefix (e.g., INV-2026-001)
  • Atomic counters guarantee gap-free, GoBD-compliant numbering
  • Optional year prepending for annual numbering schemes
  • Automatic email delivery of the invoice to the customer
  • All invoices immediately visible and downloadable in the dashboard

Invoice number settings are locked after the first invoice is created to ensure GoBD-compliant gap-free numbering.

Credit Notes & Refunds

When refunds are issued in Shopify, Easy Invoices automatically creates a credit note. Each credit note is linked to the original invoice and has its own sequential numbering.

  • Automatic creation for Shopify refunds (partial and full refunds)
  • Separate sequential numbering for credit notes (e.g., CN-2026-001)
  • Linked to the original invoice for complete traceability
  • All tax-relevant information is automatically included
  • Automatic email delivery of the credit note to the customer
  • Credit notes appear in the dashboard and all exports

Cancellation Invoices

For order cancellations, Easy Invoices automatically creates a tax-compliant cancellation invoice. This references the original invoice and meets all German tax law requirements.

  • Automatic creation when orders are canceled in Shopify
  • Reference to the original invoice per German tax law
  • Separate sequential numbering for cancellation invoices
  • Complete documentation of the cancellation reason
  • Automatic email delivery to the customer
  • Tax-compliant handling per § 14 UStG

Cancellation invoices are only created for full order cancellations. For partial refunds, a credit note is generated instead.

Manual Exports

Need invoices for a specific period? With manual exports, you flexibly choose start and end dates and receive all documents as a ZIP file.

  • Free choice of start and end dates for the export
  • Export of all document types: invoices, credit notes, and cancellations
  • Download as ZIP file with chronological folder structure
  • Optional recipient email addresses for direct delivery
  • Optional password protection for the ZIP archive
  • Download link available in the dashboard once ready

Manual exports are ideal for ad-hoc requests from your accountant or for tax audits.

Scheduled Exports (Accounting)

Set up automatic exports once and Easy Invoices will punctually send all invoices from the previous month or year to your designated recipients.

  • Choose monthly or yearly export schedule
  • Configure multiple recipient email addresses
  • Confirmation workflow: Recipients must verify their email address
  • Password-protected ZIP archives for secure transmission
  • Automatic chronological folder structure in the ZIP
  • Export history viewable in the dashboard

The confirmation workflow ensures that invoices are only sent to verified email addresses.

Accountant Delivery

Combine scheduled exports with accountant delivery: Your accountant automatically receives all invoices from the previous month – password-protected and ready for bookkeeping.

  • Automatic monthly delivery of all invoices to your accountant
  • Password-protected ZIP archives for GDPR-compliant delivery
  • Chronological folder structure – immediately ready for accounting software
  • Confirmation email to you after each successful delivery
  • Manual exports for specific periods additionally available
  • Combination of scheduled and manual exports for maximum flexibility

Email & SMTP

Easy Invoices gives you full control over how your invoices are delivered by email. Choose between our whitelabel service or your own SMTP server.

Whitelabel Service

Ready to use immediately without technical configuration. Invoices are reliably sent through our verified infrastructure. Ideal for getting started quickly.

Custom SMTP Server

Emails are sent from your own domain – maximum professionalism and brand consistency. Quick setup available for Gmail, Outlook, and OVH.

DKIM Setup Wizard

Improve your email deliverability with DKIM signing. The integrated wizard guides you through DNS setup and automatically validates your settings.

Test Emails & Delivery Tracking

Send test emails before activation and track the delivery status of every invoice in real-time. Automatic retry on delivery issues (up to 3 attempts).

SMTP Health Monitoring

Dashboard for your SMTP server connection status with automatic health checks. You'll be proactively notified of connection issues.

Template Customization

Design your invoices to match your brand. Easy Invoices offers flexible customization options for logo, text, and layout.

  • Upload logo with adjustable size slider
  • Custom intro text for invoices, credit notes, and cancellations
  • Customizable footer with your business information
  • Live preview of all changes in real-time
  • Professional, clean layout optimized for printing
  • Automatic formatting of amounts, dates, and addresses

Use the live preview to see your changes instantly before saving.

Settings

Manage all basic configurations of your Easy Invoices account in the settings.

Invoice Numbering

Configure your number format with a customizable prefix (e.g., INV-) and optional year prepending. Important: Numbering is locked after the first invoice to ensure GoBD compliance.

Timezone & Language

Set your shop's timezone so invoice dates are formatted correctly. The invoice language is automatically set based on your shop locale.

Company Details & Address

Enter your company name, full business address, tax number, and VAT ID. This data automatically appears on every invoice.

Bank Details

Store your IBAN, BIC, and account holder name. Bank details are displayed in the footer of every invoice.

Upfront Payments

Configure how upfront payments are handled on invoices – relevant for shops with deposit models.

GoBD Compliance

Easy Invoices meets all requirements of the GoBD (Principles for the Proper Management and Storage of Books, Records, and Documents in Electronic Form).

  • 10-year audit-proof retention of all invoices per § 147 AO
  • Immutable storage – invoices cannot be modified after creation
  • Gap-free sequential numbering with atomic counters
  • Complete audit trail: Every step of invoice creation is logged
  • Calculation audit logs document all amounts and tax rates
  • Ready for any tax audit – all data immediately available and exportable

As long as the app is installed and an active subscription exists, all invoices are stored in an audit-proof manner. For information on data retention after cancellation, visit our data retention page.

GDPR & Privacy

Easy Invoices was built from the ground up for GDPR (General Data Protection Regulation) compliance. Your data and your customers' data are securely protected.

  • EU data residency: All data stored exclusively in Germany
  • Servers in German data centers with highest security standards
  • Data export: All invoice data exportable as ZIP at any time
  • Data Processing Agreement (DPA) included in setup process
  • Encrypted transmission of all data via HTTPS/TLS

Security

Maximum security for your sensitive invoice data – from storage to transmission.

  • ISO 27001-certified infrastructure
  • PDF encryption with shop-specific keys
  • Encrypted storage of SMTP credentials
  • Password-protected ZIP exports for secure transmission
  • HTTPS/TLS encrypted communication
  • Regular security audits and updates

Related Links

All Features at a Glance Pricing & Plans Frequently Asked Questions Contact Support

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