Security & operations

Error handling: open items and notifications

Automation is only a relief if it stops when in doubt instead of guessing. Tax shown too high is tax owed (§ 14c UStG) – so Easy Invoices puts the case to you and you decide.

  • “Open items” list in the dashboard: every entry describes what is missing and offers the path to the document
  • VAT-return deadlines shown right on the row
  • Notifications only on real consequence and concrete action – never in the middle of a retry
The "Open items" list in the dashboard: three entries with order, amount, deadline and a resolve button.

Which cases become open items

Every type has a clear resolution. There is no entry you could merely “acknowledge”.

  • Refund for an invoice from your previous system → enter original number, date and tax split, credit note is created
  • Refund with an amount only, no line items → confirm tax rates, VAT-return deadline is shown
  • Invoice creation failed for good → “Retry” from the stored order snapshot, no re-entry
  • Order from before installation, paid now → create the invoice here or file as “already invoiced elsewhere”
  • EU B2B without VAT ID → add the number or issue as a domestic invoice
  • Order without a recipient (manual draft) → enter the address or dismiss with a reason
  • Chargeback with an ambiguous correction → confirm the tax split, invoice correction is created
  • Tax question (border case, chain transaction, missing export evidence) → confirm once; the document is already issued

What keeps things from getting lost in the background

Shopify restricts access to older orders after roughly 60 to 90 days. The app does not depend on that.

  • Data is stored at the moment of detection – the item stays resolvable months later
  • Duplicate webhooks create no second entry; a double click creates no second document
  • Email delivery with up to three attempts, then a dashboard entry; the SMTP connection is monitored
  • Failures that only concern us (Shopify throttling, our infrastructure) go to our team – not to your dashboard

Good to know

  • While an item is open, its document is deliberately missing. Check the list in the rhythm of your VAT return – entries with a deadline show the date.
  • Chargebacks through PayPal, Klarna and other providers outside Shopify Payments are not reported to apps by Shopify. You record those manually.

Software, not tax advice: We are not tax advisers: Easy Invoices applies the rules you configure to your shop’s data – checking your documents for tax correctness stays with you and your accounting firm. Details in § 2a of the terms

Frequently asked questions

Why doesn’t the app just create the document in these cases?

Because it would have to guess the tax rate. A document showing too much tax obliges you to pay that tax (§ 14c UStG). A short question is the lesser evil compared to a wrong credit note.

How do I learn about an open item?

At the top of the dashboard, with amount and customer, plus on a dedicated page listing all items. If a case with a statutory deadline stays open, the app reminds you as well.

Related capabilities

Automatic invoices Invoice, cancellation and credit note on every paid order – no clicks. Email delivery From your domain, with DKIM – 15 SMTP presets and a DNS wizard. Reverse charge & § 6a EU B2B without VAT – with both VAT IDs and the right legal note.

Try it on your next order

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