WooCommerce custom checkout fields in invoices

How to Add Custom Checkout Fields to WooCommerce Invoices?

Do you want to add custom fields to your checkout page and invoices but don’t know how? This article will cover adding custom checkout fields to the invoices with the WooCommerce PDF Invoices, Packing Slips and Credit Notes plugin.

Every store is different and therefore will have unique requirements. You being the website owner might need to add custom fields to the WooCommerce invoices and/or checkout pages.

This is especially important if you want to get additional information from your customers, such as the customer/business tax ID, taxes like GST, VAT & ABN, etc., to process their orders.

Since WooCommerce doesn’t offer such functionality, let’s see how you can set this up with a third-party tool.

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Key Takeaways:

  • Adding custom checkout fields to WooCommerce invoices allows you to capture important business or legal information, such as tax IDs or VAT numbers, for compliance and record-keeping.
  • Custom fields on WooCommerce invoices improve order management by capturing essential details like customer preferences, special instructions, or business-specific information, streamlining your internal processes.
  • The WebToffee PDF Invoices plugin enables easy customization of WooCommerce invoices and allows you to add custom fields on invoices and other documents.

Why Do You Need to Add Custom Checkout Fields to WooCommerce Invoices?

Adding custom checkout fields to your WooCommerce invoices can be essential for several reasons:

Compliance with Legal Requirements

Certain industries or regions may require specific information on invoices for tax or legal purposes. For instance, businesses might need to include the customer’s VAT number, tax ID, or GST details for proper documentation and tax reporting. Adding these fields ensures that you comply with local and international tax regulations.

Better Record-Keeping and Reporting

By including custom fields on your invoices, you can capture important order details such as business names, customer account numbers, or specific order instructions. This additional information can streamline your reporting, accounting, and bookkeeping processes, making it easier to track sales and manage financial records.

Improved Customer Service

Custom fields allow you to tailor the invoices to your customers’ needs. For example, if your business deals with wholesale clients, you may need to display custom fields such as order discounts, purchase order numbers, or custom notes. Providing this information directly on the invoice can enhance customer satisfaction and support efficient order fulfillment.

Customization for Specific Business Needs

Every business has unique requirements. Custom fields enable you to personalize invoices to meet your specific operational needs, whether it’s for tracking orders, inventory, or managing customer-specific details. This customization improves your ability to address specific business needs and enhance the overall customer experience.

What Is WebToffee WooCommerce PDF Invoices Plugin?

WooCommerce PDF Invoices and Packing Slips Plugin

WebToffee WooCommerce PDF Invoices Plugin is a freemium invoice and order related documents generation plugin for WooCommerce from WebToffee.

The plugin assists you in creating and printing warehousing, packaging, shipping, and other order-related documents for both bookkeeping and legal purposes. It is an essential tool that will help you with the fulfillment of your WooCommerce orders.

The plugin also makes it easy to comply with invoice regulations in your country/region. You can even configure it to automatically attach the invoice documents with the order emails.

You can create documents such as invoices, dispatch notes, packing slips, credit notes, shipping labels, and delivery notes with this single tool. Moreover, the plugin offers several features including built-in templates, design customizations, multiple paper and printer compatibility, etc.

Note that the plugin is available in two versions – free and premium. The premium version of this plugin is available in 5 different flavors. They are as follows.

Note that the plugin is available in two versions – free and premium. The premium version of this plugin is available in 5 different flavors. They are as follows.

If you want advanced customization options for these add-ons, you may get the premium PDF invoice customizer plugin for WooCommerce.

You will need the premium version of the PDF invoices plugin for WooCommerce to add additional checkout fields option.

How to Add Custom Checkout Fields to Invoices?

You can add custom checkout fields to checkout pages and attach the same fields to your invoices with the WebToffee PDF invoice plugin.

Here’s how you can do that.

Step 1: Install and Activate WebToffee PDF Invoices Plugin

You will need the premium version of the Invoice plugin for WooCommerce to add custom text input fields to your WooCommerce checkout page and invoices.

Once purchased, install and activate the plugin on your WooCommerce dashboard.

Note that, the premium plugin is an extension of the free plugin. Therefore, the free PDF invoice plugin for WooCommerce has to be installed and activated on your store for the premium plugin to work.

Step 2: Enable Invoice Documents for WooCommerce

Enable invoices in your store to permit both you and your customers to access the invoice documents.

  1. Navigate to Invoice/Packing > General Settings > Documents.
  2. Switch on the Invoice document type.
WooCommerce invoice document
  1. Now, go to Invoice > General and make sure the option Enable Invoice is turned on. This gives you and your customers the ability to print, download and even attach the invoice to email.
enabling woocommerce invoices

Step 3: Add Custom Fields to WooCommerce Checkout Page

  1. Go to Invoice/Packing > General Settings > Advanced.
  2. Add the additional fields that you want on your checkout page under Add additional fields on checkout page. If the field that you want is not available, you can add that with the Add/Edit Custom Field button.
advanced woocommerce invoice settings

To add additional fields,

  1. Click on the Add/Edit Custom Field button and go to the Add new tab.
  2. Provide the field name, meta key, and placeholder for your custom field.
  3. You can also choose whether the field is mandatory or optional from the same pane.
  4. Once done, click on Save.
checkout field inserter
  1. Now scroll down and click on Update Settings.

Step 4: Add Custom Checkout Fields to WooCommerce Invoices

  1. Navigate to Invoice/Packing > Invoice > Advanced.
  2. Add the required custom item under the Order meta fields option.
  3. Now click on Update Settings to save the changes.
adding WooCommerce order meta fields

Click on the Add/Edit Order Meta Field button if you want to add more fields or edit the existing ones.

The fields that you have added will be displayed along with the other default fields on the checkout page.

Additional fields displayed in the checkout page

The same fields will also be visible on the WooCommerce invoice.

Custom checkout field in WooCommerce invoices

Frequently Asked Questions

What are custom checkout fields in WooCommerce?

Custom checkout fields are additional data fields you can add to the WooCommerce checkout page that will also appear on the corresponding invoices. These fields can capture extra information, such as customer tax ID, VAT numbers, or any other order-specific details you require for documentation and reporting.

Why should I add custom fields to WooCommerce invoices?

Adding custom fields to invoices helps capture important business-specific or legal information that’s necessary for tax reporting, compliance, and better record-keeping. Custom fields can also improve customer service by providing tailored order details directly on the invoice.

Can I add custom fields to both the checkout page and the invoices?

Yes, with the WooCommerce PDF Invoices, Packing Slips, and Credit Notes plugin, you can add custom fields to both the checkout page and invoices. These fields can be mapped to appear on your invoices to ensure consistency and accuracy in the information provided.

Do I need the premium version of the plugin to add custom checkout fields to invoices?

Yes, the premium version of the WooCommerce PDF Invoices plugin is required to add custom checkout fields to invoices. The free version does not support the ability to add extra fields to invoices.

How can I customize the fields added to the invoice?

You can customize the fields by navigating to the plugin’s settings in the WooCommerce dashboard. Here, you can add custom fields with the necessary information (e.g., business name, VAT number) and ensure that these fields are displayed on the invoice. You can also choose whether these fields are mandatory or optional.

Conclusion

Custom fields in checkouts and invoices are a necessity for many WooCommerce businesses, if not for all. By using a simple invoice WooCommerce plugin, you can seamlessly attach such fields as per your requirements. So what are you waiting for? Get your plugin now and start customizing!

Has this article helped you? Do you need more information? We are looking for your feedback. Do let us know in the comments.

Article by

Content writer @ WebToffee. Fueled by caffeine and a love of sarcasm. When not writing, you can catch her binging the latest drama series.

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