Shopify invoice guide

How to print a Shopify invoice

A useful invoice is more than a screenshot of an order. It should identify the parties, show what was sold, reconcile the money, and remain readable on paper.

1. Collect the order facts

Open the order in Shopify admin and copy only what the document needs: order number and date, business details, billing or shipping party, currency, line descriptions, quantities, unit prices, discount, shipping and tax. Avoid adding internal notes that the customer should not see.

2. Reconcile before printing

Check that quantity multiplied by unit price agrees with each line total. Then confirm that subtotal minus discount, plus shipping and tax, reaches the final total. If the order has a refund or credit, show it explicitly rather than presenting an unexplained zero or reduced total.

3. Choose invoice-specific fields

• Use the billing address when it is available and appropriate.
• Keep currency visible beside the final total, especially for cross-border orders.
• Include tax labels required by your business, but do not use a document generator as a tax-calculation or filing engine.
• Use a stable invoice number appropriate to your accounting workflow.

4. Generate, inspect and print

Generate the PDF, inspect every page, and look for clipped titles, missing characters, accidental blank sheets and totals that wrap onto a new page. In the print dialog, use 100% scale unless your printer requires a small fit adjustment. Save a PDF copy only according to your own retention policy.

When automation becomes worthwhile

Manual entry works for occasional documents. If staff repeatedly copy order data, bulk generation and saved templates can remove that step. Compare the billing basis as well as features: some tools price by monthly store orders, while the planned Witbur app counts only generated documents.