Invoices and Terms & Conditions

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Invoices EasyWebshop focuses on webshop software but also offers an extensive invoicing application for its Business customers.

Before we offered invoicing we noticed that our customers had to create invoices manually in an office application or use external invoicing software. This was time consuming, cumbersome and sometimes expensive.

Therefore we created our own general purpose invoicing application. It generates and invoices and emails them automatically based on the data of incoming orders. Once all parameters are configured as desired it can and save a lot of time.

Invoicing

Invoicing features

Invoice data gets filled automatically and each field can be edited
Invoice template personalization, such as adding product photos and texts
The ability to customize the invoice calculation
PDF downloads
UBL (Universal Business Language) standard integration for exporting to accounting applications
The ability to create proforma invoices, credit notes, packing slips and receipts
Automatic invoice numbering with reset function
Emailing invoices to an accountant and accounting applications
Automated downloading and emailing invoices
Multilingual (20 languages) and UTF-8 support
A4 and US Letter paper size
Easy and user friendly interface

Invoice settings can be found at Settings > More options > Invoices & Tax.

If Invoices & Tax is not displayed in the menu, change the user experience level to Advanced, at Settings > User experience level.

Invoice settings

Paper size: It is possible to generate invoices in A4 format and U.S. Letter format.
Language: The language in which the invoice is displayed. By default this is the default language of the webshop but it can also be set to the language of the customer or another language.
Invoice number prefix: This is a fixed prefix that comes before the invoice number.
Invoice number: The starting number of your invoices. When downloading an invoice, this number increases.
Logo: Upload your invoice logo. Provide a logo that is not larger than 0.5 Megabytes, with an extension .jpg. Click the [Example invoice] link to see an example.
Invoice heading: The text you enter here will be displayed on top of the invoice. In this field, you can put your address, phone numbers, VAT numbers and other business information that should be on top of the invoice.
VAT: Here you can set whether the prices in your shop are offered including or excluding VAT. Set this only once. Changing this setting is very confusing for your customers. In addition, invoices from previous orders will be miscalculated because these orders have been made with another tax calculation method.
VAT Rate: You can set up to three tax rates here. For example for Belgium: 21%, 12% and 6%, for the Netherlands 21%.
Do not charge VAT outside Europe (EEA): Check this option if you do not want that VAT is charged for orders outside of Europe.
Do not charge VAT for foreign EU-companies (EEA): This allows you to ensure that VAT is 0% for B2B orders from another European country. For example if a Swedish company sells a product to a Danish company, or vice versa. Your customers need a valid VAT number for this.
Due date: The number of days before the invoice must be paid. The default is 0. (Online orders are usually paid in advance)
Terms and conditions: A second page with your terms and conditions is included with your invoice. These terms and conditions can be set here.
B2B / B2C: B2B + B2C: when ordering, customers can choose between Private or Business. This is the default setting.
B2B: When ordering, your customers have to enter a company name and a valid VAT number.
B2C: your customers can not enter a company name or VAT number. Product prices excluding VAT are not displayed in your shop.

View Invoices

PDF All our invoices are generated automatically in the default PDF format. You can open a PDF file with a PDF reader.

An easy-to-use PDF reader for Windows is Sumatra PDF. In Linux you can use epdfview.

Example Invoice

When you are done entering the invoice settings, check the example invoice. You can also make a test order in your own shop and download the invoice through order management. Making some test orders is highly recommended, so you can optimize the operation of your shop.

Invoice numbering

Invoices receive automatically a new and unique invoice number, following on the highest existing invoice number. The assignment of the new invoice number occurs on the moment of downloading or sending the invoice.

When downloading an invoice, you can change the invoice number. The next invoice number will start from your latest given invoice number. This way, it's possible to skip the invoice numbers of orders from outside your shop. This allows you to choose exactly which number is given to each invoice.

We advise you to let the system assign invoice numbers automatically. This way, double invoice numbers will never occur.

Multilingual terms and conditions

Webshop terms Terms and conditions can be set in multiple languages at Settings > Modules > Terms and conditions.

If Terms and conditions is not displayed in the menu, first adjust the user level to Advanced, at Settings > User experience level.

Terms and conditions can be found:

At the bottom "Terms and conditions" link on your site, with a possibility to print
The customer must accept the terms and conditions in the last step of the order
On the second page included with your invoices

Privacy Statement

Starting from May 25, 2018, any organization that processes or controls personally identifiable information about EU residents must implement strict organizational and technical measures to be compliant with the General Data Protection Regulation (GDPR). Failure to comply with the GDPR involves high fines. Fines can amount to 4 percent of sales or up to 20 million euros.

You can make your webshop GDPR compliant at Settings > Privacy Statement.

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