How every part of the app works.

Plans & limits

There are four plans and no free tier. Every plan starts with a 30-day free trial, billed through Shopify, and each one includes everything in the plan before it.

The Starter invoice limit

Starter counts invoices created since the first of the month. The Dashboard shows your usage, and warns you at 80%.

The limit is soft. Past 50, invoices are still created and you can still open, download and send them by hand. What pauses until next month, or until you upgrade, is the automation: auto-send emails, batch delivery and automatic payment links.

How invoices are created

You don't create invoices by hand. Qixeo watches your Shopify orders and creates one at the moment you choose in Settings → Invoice Creation → Invoice trigger.

Each Shopify fulfillment produces exactly one invoice. If Shopify notifies the app twice about the same fulfillment, the second notice is ignored, so you never get duplicates.

Invoice numbers

A number is your prefix, the order number, and a suffix for the shipment. Both parts are set in Settings → Invoice Settings.

• Invoice number prefix defaults to INV.
• Shipment suffix format has three styles: letters (INV-1042-A), dot numbers (INV-1042.1) or dash numbers (INV-1042-1).

With the order-created, order-paid and manual triggers, an order's first invoice has no suffix (INV-1042). Suffixes start from the second.

Invoice statuses

An Overdue badge appears on an approved, sent or partially paid invoice once its due date has passed.

If you cancel a fulfillment

Cancelling a fulfillment in Shopify voids its invoice automatically, and the timeline records why. An invoice that is already paid is left as it is. Changes to tracking details on a fulfillment are copied to its invoice.

Totals & reconciliation

Each invoice bills the items in its shipment plus their share of the order's tax and discounts. All amounts are calculated in whole cents.

• Line total is the discounted unit price times the quantity shipped.
• Tax and discounts are split by quantity. If a line of ten units carries $8.00 of tax and you ship four, that invoice carries $3.20. This is always proportional; there is no setting for it.
• Shipping follows Settings → Invoice Settings → Shipping allocation:
  • First shipment (default) puts the whole shipping charge on the first invoice.
  • Proportional splits it by each invoice's share of the order subtotal.
  • Manual allocates no shipping automatically.

The final invoice

When a shipment covers the last of an order's items, its invoice is marked Final and its total is worked out differently: the order total minus the totals of the invoices before it.

Splitting tax across shipments means rounding, and rounding can leave a cent over. Calculating the last invoice as the remainder puts that cent there, so an order's invoices always add up to exactly what Shopify charged.

The order's page in the app shows Order Total, Total Invoiced and Remaining, and confirms when everything has been invoiced.

PO numbers & payment terms

PO numbers

There is nothing to switch on. When an invoice is created, Qixeo takes the PO number from the Shopify order's PO number field. If that is empty, it looks for an order attribute named one of: PO Number, PO, PO#, Purchase Order or Purchase Order Number (capitalization doesn't matter).

The PO number is printed on the invoice, shown in the app, and leads the email subject line, so it is the first thing an accounts-payable inbox sees.

Payment terms and due dates

The due date comes from the first of these that applies:

1. The payment terms on the Shopify order, if it has them.
2. Your default in Settings → Invoice Settings → Payment terms: Net 15, 30, 45, 60 or 90.

With your default left on Due on receipt and no terms on the order, the invoice has no due date. It is never flagged overdue and never gets a reminder.

Invoices you create with the manual trigger use your default terms.

Remit To details

Settings → Remittance Details holds your bank name, account name, account and routing numbers, who checks are payable to, the check mailing address, and free-text payment instructions. They print in the Remit To block on invoices and statements. The block only appears once you have filled something in. If you have entered an IBAN and BIC under E-Invoicing, those are shown too.

Managing invoices

Invoices lists everything, 25 to a page. Search by invoice number, order number or customer email, filter by Status, and sort by any column. Priority marks orders tagged priority, rush, urgent or vip in Shopify; Final marks the last invoice of an order.

Open an invoice to see its line items, summary, tracking and customer, plus:

• Timeline — every action on the invoice and who took it. You can post comments here; only you and your staff see them.
• Notes — internal notes for your team.
• Actions — the buttons below, shown when they apply to the invoice's status.

Once every invoice for an order is paid, a banner offers Mark order as paid in Shopify so the order's payment status matches.

The order view

Selecting an order from the Dashboard's Outstanding Orders table opens every invoice for that order in one place, with what has been invoiced and what remains.

Recording payments

When a customer pays by ACH, check or wire, record it on the invoice so its balance is right everywhere: in the app, on the PDF, in statements and in QuickBooks.

1. Open the invoice. It needs to be Approved, Sent or Partially paid.
2. In the Payments card, enter the Amount. It can be less than the balance.
3. Set Date received and Method: ACH, Check, Wire, Credit card, Cash or Other.
4. Add a Reference, such as the check number or ACH ID.
5. Select Record payment.

The card shows how much of the total is paid and lists each payment. The PDF gains Amount paid and Balance due rows, so a re-sent invoice shows what is still owed.

Invoice emails

The invoice email carries the PDF as an attachment, a summary of what shipped, the tracking link, and a link to the customer status page. Settings are under Settings → Email Notifications.

• Auto-send invoices to customers — off by default. When on, each invoice is emailed as it is created and goes straight to Sent. When off, you approve and send each one yourself. The order needs a customer email either way.
• From name — the sender name customers see. Defaults to your company name.
• Reply-to email — where customer replies go.
• Include remaining items in emails — on by default. Adds a "Still to come" list of items not yet shipped.

Emails are sent from a Qixeo address with your From name, and replies go to your Reply-to address. The subject line is set by the app: with a PO number it starts Invoice INV-1042-A — PO 4471; without one it names your company and the order number.

Templates & branding

Templates controls how your documents look. There are four document types: Invoice, Packing Slip, Credit Note and Return Form. You can keep several templates of each and mark one as the default.

Create one with the + Invoice button (or the button for another type), then edit it. The editor has a live preview that updates as you change things. Packing slip, credit note and return form templates take their layout, logo, colors and font from your default invoice template unless you tick Customize branding separately for this template.

Layout and branding

• Layout — Classic on every plan. Growth and above add four premium invoice layouts: Editorial Ledger, Bold Modern, Swiss Grid and Soft Serif. Changing layout resets the block settings to that layout's defaults.
• Logo — choose an image from your Shopify files or paste a URL, then set its maximum width and position.
• Colors — primary and secondary.
• Font — Inter, Roboto and Lato cover international characters. Helvetica, Times Roman and Courier handle Western European characters only, so avoid them if customer names use other alphabets or accents beyond those.
• Date format — MM/DD/YYYY, DD/MM/YYYY, DD.MM.YYYY or YYYY-MM-DD.

Blocks

A document is a stack of blocks. Each has a checkbox to switch it on or off, and options for what it shows.

Changing wording and translating

Label Overrides lists every label printed on the document — "Invoice", "Bill To", "Total Due", "Still to Come" and the rest. Type a replacement to change one, or leave it blank for the default. This is how you translate a document: create a template, fill in the labels in your language, and make it the default. Custom Text sets the header text, default notes and footer text.

Translation applies to PDFs. Invoice emails, the status page and the customer portal are in English.

Customer status page

Every order gets a private web page showing its shipments. Customers reach it from the link in the invoice email; no login is needed. It is on by default (Settings → Customer Status Page → Enable customer status page).

The page greets the customer by first name and shows one card per shipment with the date, tracking link, items, and the invoice number and total. Below that, "Still to come" lists what hasn't shipped. Voided invoices and credit notes are not shown.

What you can change

• Brand color — also used in your emails.
• Layout — Default, Compact, or Detailed (shows all totals).
• Sections — switch tracking information, the "Still to come" list, prices and invoice numbers on or off individually.
• Custom text — Header text, Remaining items message and Footer text.
• Remove Qixeo Invoice branding — hides the "Powered by Qixeo Invoice" footer. pro

Preview status page opens a sample with your settings applied. The footer's "Questions? Contact…" link emails the company email from your Company Information.

Packing slips, return forms & combined PDFs

These are in the invoice's Actions card.

• Print Packing Slip — the items in this shipment with checkboxes and SKU barcodes, without prices, plus what is still to come.
• Print Pack + Invoice — one PDF with the packing slip on the first page and the invoice on the second, ready to fold into the box.
• Print Return Form — a return form for the shipment. If you haven't made a Return Form template, a built-in one is used with your company address as the return address.

A tick appears on a button once that document has been printed. For many shipments at once, including an aggregated pick list, see bulk actions. Each document type has its own template.

Credit notes

A credit note reverses value you have already invoiced. It is numbered like an invoice with the prefix CN — CN-1042-A — and is linked to an invoice on the same order. The original invoice is never changed.

From a Shopify refund

Refund an order in Shopify and a credit note is created automatically, with the refunded items, their tax, and any refunded shipping. Your refund note is copied onto it. A refund that only restocks items, with no money returned, creates nothing.

By hand

On an invoice, select Create Credit Note, add an optional reason, and confirm. A manual credit note always credits the invoice's full value: every line, its tax and its shipping. To credit part of an invoice, issue a partial refund in Shopify instead.

How it affects balances

The credit appears as a negative amount against the customer, reducing what they owe on statements and in the customer portal. Credit notes are never chased by reminders, and with QuickBooks connected they sync as credit memos.

Payment links

For customers who pay by card, Qixeo can create a Shopify checkout link for a single shipment's invoice. Set Settings → Invoice Settings → Payment collection to Draft Order (send checkout link per shipment).

A Payment Collection card then appears on approved and sent invoices:

1. Create Payment Link creates a Shopify draft order for the invoice.
2. Email Checkout Link sends it to the customer through Shopify, or use View Checkout Link to copy it.
3. When the customer has paid, record the payment on the invoice.

Bulk actions & export

On Invoices, tick the rows you want. The bar that appears offers:

• Print invoices — one merged PDF sent to print.
• Download — as separate files in a ZIP, or as one merged PDF.
• Send invoices — emails each approved or sent invoice that has a customer email.
• Print pick list — one list of every SKU across the selected shipments, with barcodes and total quantities.
• Print packing slips and Print pack + invoice.
• Approve (drafts only), Mark paid and Void (drafts and approved only).

Invoices that don't qualify for an action are skipped, and the result message tells you how many succeeded.

Reconciliation export

The Reconciliation Export card on the Dashboard downloads a CSV with one row per order. Pick a From date and To date, or leave them empty for everything.

Columns are the order number, customer email, currency and order total; then number, amount, date and status for each invoice (Invoice A, Invoice B, …); then Total Invoiced and Remaining Balance. Voided invoices are left out.

Shopify Flow

Qixeo adds triggers and actions to Shopify Flow, so invoices can start workflows and workflows can act on invoices. You will find them in Flow under Qixeo Invoice.

Triggers

Every invoice trigger also provides the invoice number, order ID, order number, customer email, grand total and currency.

Actions

Approve invoice, Send invoice, Mark invoice paid and Void invoice. Each takes an Invoice number or an Order ID; given only an order ID, it acts on that order's most recent invoice. Actions taken by a workflow show on the invoice timeline as "Shopify Flow".

Inside Shopify: order block & storefront downloads

Invoices on the Shopify order page

The Qixeo Invoices block lists an order's invoices, with status and total, on the order's page in Shopify admin. Each links into the app. Add it from the order page's customize option, the same way as any other app block.

Invoice downloads for customers

The Invoice Downloads theme block lets signed-in customers download their invoice PDFs from the order page in their account. It lists each shipment with its invoice number, amount, date and tracking.

1. Check that Settings → Storefront Invoice Downloads → Enable invoice downloads on storefront is on.
2. In Shopify's theme editor, open the customer order template and add the Invoice Downloads block.
3. Adjust its heading and colors in the block's settings.

The block is built for the classic customer account order page.

Scheduled batch invoicing

Some buyers want invoices once a week, not one per box. With batching on, new invoices are held and emailed together on a schedule.

In Settings → Invoice Batching:

• Tick Enable invoice batching.
• Choose a Schedule — Daily, Weekly, Biweekly or Monthly — with the day and a Send time in your store's timezone. The default is Fridays at 09:00.
• Consolidate per customer sends a customer with several invoices in the batch a single email.

Batching takes priority over auto-send: while it is on, invoices wait for the batch. A held invoice shows the date it is queued for.

Batches shows upcoming batches with their invoice count and total. Send now sends one early; Cancel releases its invoices so you can send them individually. Batch history shows how many were sent and how many failed.

E-invoicing & PEPPOL

An e-invoice is a structured file your customer's accounting system reads directly. Qixeo can produce one for any invoice, and can deliver it over the PEPPOL network through your own access point account.

Set up

In Settings → E-Invoicing, tick Enable e-invoicing and fill in:

• Company details — your VAT number and, optionally, legal registration ID.
• Structured address — street, city, postal code and two-letter country code. E-invoices can't use a free-text address.
• Payment information — IBAN, BIC and Payment means.

Downloading an e-invoice

Choose the E-invoice format your customers accept:

• PEPPOL BIS 3.0 (UBL) — Belgium, the Nordics, cross-border.
• Cross Industry Invoice (CII).
• XRechnung — the German standard. It requires your email and IBAN.
• Factur-X / ZUGFeRD — France and Germany. A normal PDF with the data embedded, so it emails like any attachment.

Each invoice then has a Download E-Invoice button, and Validate E-Invoice Data, which lists anything missing and suggests a format for the buyer's country.

Sending over PEPPOL

You connect your own account with an access point provider, and they bill you per document. Qixeo adds no fee. Two providers are supported:

• e-invoice.be — needs an API key.
• Storecove — Still under development.

If you are already registered on PEPPOL with one of them, use that one: a participant can be registered with only one access point at a time.

1. Enter your PEPPOL endpoint ID and Endpoint scheme. Your access point gives you these when it registers you.
2. Under PEPPOL transmission, pick the provider, paste the API key, and choose Environment. Start with Sandbox: documents are emailed to you, not delivered.
3. Select Connect. The key is checked straight away.
4. On an approved invoice, select Send via PEPPOL.

Delivery is confirmed a little after sending. The invoice shows it as handed to the access point, then delivered or failed with the reason. A failed invoice can be sent again with the same button. Drafts and voided invoices are not transmitted.

The recipient is found from the Buyer PEPPOL ID on the invoice (for example 0208:0123456789), from an order attribute named PEPPOL ID, or by looking up the buyer's VAT number. If none of those identifies them, Qixeo refuses to send and tells you why.

Transmit the final invoice of an order only is there if per-document cost matters. Leave it off otherwise: each partial invoice is a real invoice.

VAT validation and reverse charge

With e-invoicing on, the invoice's Customer card has a Buyer VAT number field. When you save a number, it is checked against the EU's VIES service. If it is valid and the buyer is in a different EU country from you, the invoice is annotated for reverse charge: a sentence stating the recipient accounts for the VAT is printed on invoices using the Classic layout, and the e-invoice is categorized accordingly.

This annotates the invoice. It does not change the tax amounts, which come from the Shopify order. Set up tax exemptions in Shopify so the order itself is charged correctly.

QuickBooks Online sync

Invoices, payments and credit notes go to QuickBooks Online as they happen, so nobody re-keys them.

Connect

In Settings → QuickBooks Online, select Connect QuickBooks and sign in to Intuit in the popup. Two options appear, both on to begin with and saved as soon as you change them:

• Auto-sync new invoices — each invoice is pushed to QuickBooks when it is created.
• Sync recorded payments — payments you record are applied to the matching QuickBooks invoice.

With auto-sync off, use Sync to QuickBooks on an invoice.

What is created in QuickBooks

• Customers are matched by email, then by name. If there is no match, a customer is created with the billing address.
• Products are not matched to your QuickBooks items. Every line is booked to one service item, "Qixeo Sales", which is created for you against an income account. The line description carries the product, variant and SKU.

When totals differ

If your QuickBooks company uses Automated Sales Tax, QuickBooks works out tax itself from the shipping address, and its figure can differ from Shopify's by a few cents. Qixeo checks what QuickBooks booked after each sync. A difference is written to the invoice timeline with a Total differs badge and both amounts, so you see it before month-end.

When a sync fails

A failed sync never stops an invoice from being created or sent. The invoice shows the error, and Sync to QuickBooks stays available to retry. Settings shows how many invoices failed or booked at a different total in the last 30 days, each with a Review link to the list.

Payment reminders

Reminders email your customer before and after an invoice's due date, with the invoice PDF attached and a link to view and pay. They stop as soon as the balance is cleared.

In Settings → Payment Reminders, tick Enable automatic payment reminders. The Reminder schedule is a list of days relative to the due date: negative is before, 0 is the due date, positive is after. The default is -3, 0, 7, 21.

• An invoice is reminded only if it is approved, sent or partially paid, has a due date, has a balance, and has a customer email.
• Each stage is sent once. After the last one, reminders stop.
• If you turn reminders on with invoices already well overdue, each gets only the latest stage it has reached, not every one it missed.
• Reminders are checked once a day, and each one is logged on the timeline.

Receivables, statements & the customer portal

Receivables

Receivables shows what you are owed and how late it is. At the top is the total outstanding, split into aging buckets by days past the due date: Current, 1–30, 31–60, 61–90 and 90+. Invoices with no due date count as Current. Drafts are not included.

Below, each customer has a row with their open invoice count, how many are overdue, the age of the oldest, and their balance. From the row you can download or email their statement. Export CSV downloads the table.

Statements

A statement is a PDF listing a customer's open invoices with PO number, due date, status, total, amount paid and balance, followed by the total due, an aging summary and your Remit To details. Credit notes reduce the total.

Statements lists customers with open balances. Download gives you the PDF; Email statement sends it to the customer.

To send them without thinking about it, tick Settings → Automatic Statements → Send monthly statements automatically and choose the Day of month (1–28, in your store's timezone). Every customer with an open balance gets one that day.

Customer portal

Each customer has a private page showing their total balance due, the same aging buckets, and their open invoices and credits, each with a PDF download and a button to download their full statement. If you use payment links, invoices with a link show a Pay button.

There is nothing to set up. The link is included in every reminder and statement email, labelled "View & pay in your account", and needs no login.