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)
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.
Open items
Almost everything runs automatically. For the cases where a detail is missing that only you know, there is “Open items”: a dashboard list where each entry describes a missing document and offers a way to produce it. The rule behind it: we never issue a document with a guessed tax rate. Overstated VAT is owed to the tax office (§14c UStG) – a document supplied a little later is the smaller evil.
Refund with no invoice on our side
When this happens
A customer is refunded for an order your previous system invoiced – so we hold no original invoice a credit note could reference.
What you do
Enter the original invoice's number and date plus the tax breakdown (one rate or several). The result is a credit note referencing your old invoice. Refunds of 0.00 are skipped – there is nothing to correct.
Refund with no derivable tax breakdown
When this happens
A refund states only an amount, no line items – typical for partial refunds, goodwill gestures and some payment methods. The amount alone does not say which tax rate is being corrected.
What you do
Confirm rates and amounts; the sum must match the refunded amount exactly. Because the money has already gone back, this case also shows the deadline by which the correction belongs in your VAT return – and we follow up as it approaches.
Invoice could not be created
When this happens
Automatic creation failed for good, e.g. because Shopify or a service was unreachable for a longer stretch.
What you do
Click “Retry”. The invoice is created from the stored order – nothing to re-enter.
Order from before you installed, paid now
When this happens
An order was created before you installed and is paid afterwards. Most likely your previous system already invoiced it.
What you do
Two options: create the invoice here (invoice date today, supply date from the original order) – or file it as “already invoiced elsewhere”, which produces no document, just a traceable record.
Chargeback that cannot be corrected automatically
When this happens
A chargeback is finally decided against you, but the correction is not unambiguous: no document on our side, several tax rates, only a partial amount, a differing currency, or a tax-exempt or cross-border sale.
What you do
Confirm the tax breakdown. We create a corrective document from it, dated to the point the chargeback became final. The payment provider's fee is not part of the correction.
Data is stored the moment a case is detected – Shopify restricts access to older orders after roughly 60–90 days, and we do not depend on it
An item is claimed exclusively while it is being resolved: even a double click produces only one document with one number
Your tax lines must sum to the refunded amount exactly, or the item cannot be completed
Repeated Shopify webhook deliveries never create a second entry for the same case
Who created which document manually, and when, is recorded – traceable for an audit and for your accountant
The tax rate always comes from you; for uniformly taxed orders it is pre-filled, and you can overwrite it at any time
While an item is open, its document is deliberately missing. Review the list on the same rhythm as your VAT return – items with a deadline show the date right on the row.
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.
If you operate under a special German tax scheme, select it under Settings > General (or during onboarding). The app supports three options:
Standard – default behavior, regular VAT is shown on invoices.
Kleinunternehmen (§19 UStG) – no VAT is charged. Every invoice and credit note automatically carries the mandatory note “Gemäß § 19 UStG wird keine Umsatzsteuer berechnet (Kleinunternehmerregelung).”. It appears directly below the totals — you do not need to add it manually.
Differenzbesteuert (§25a UStG) – margin scheme for used-goods dealers. Every invoice/credit note automatically carries the mandatory note “Die Lieferung unterliegt der Differenzbesteuerung nach § 25a UStG. Ein Ausweis der Umsatzsteuer erfolgt daher nicht (Gebrauchtgegenstände/Sonderregelung).”. Per §14 Abs. 4 Nr. 2 UStG every invoice must show either your Steuernummer or your USt-IdNr – the app prevents saving until at least one of the two fields is filled in. Important: for the margin scheme to be correctly applied to your figures, products in Shopify must be priced as gross amounts without separately reported VAT. If you primarily sell Kunstgegenstände or Sammlungsstücke/Antiquitäten and need a different statutory formulation, contact support.
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
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