Generate and email invoices by order status

WooCommerce PDF Invoices, Packing Slips, Delivery Notes & Shipping Label plugin delivers a fully customizable PDF invoice that can be viewed or printed on placing a successful order. Furthermore, a print invoice option will be enabled in the My Orders page, as well as an email attached with the currently active PDF invoice will be sent to the customer.

The pre-requisite to generating and emailing your invoices is to set up an invoice number. The steps detailed below will help you achieve the same.

Invoice Number Generation

A unique invoice number is generated for each invoice associated with a specific order. However, an invoice number can be customized in the manner you want from the invoice settings page. An invoice number can be generated in two methods:

  • use the order number as the invoice number,
  • or generate a sequential invoice number that’s independent of the order number.

The invoice number can be configured under Invoice/Pack List > Invoice > Settings or you can directly navigate to invoice from the dashboard.

The invoice settings page is as shown below:

WooCommerce PDF Invoice number generation-Settings
WooCommerce PDF Invoice number generation-Settings

The fields highlighted in the above image are the ones concerned with invoice number generation and its customizations. The field descriptions are penned down below:

  • Order Status to Generate Invoice – This option lists all the order status for which invoices should be generated. You can select multiple statuses based on your requirement. The completed status will be selected by default.
    WooCommerce PDF Invoice -Order status to generate invoice
    WooCommerce PDF Invoice -Order status to generate an invoice
  • Invoice Number format – Specify the format in which the invoice has to be generated. For example: [prefix][number][suffix] or only [number] or [prefix][number] as your case maybe.The invoice number will be generated as per the provided format.

    WooCommerce PDF Invoice -Number format
    WooCommerce PDF Invoice – Number format
  • Use Order Number as Invoice Number – The plugin allows you to use order number as the invoice number. You need to tick the checkbox to enable this.
    WooCommerce PDF Invoice -Order Number as Invoice Number
    WooCommerce PDF Invoice -Order Number as Invoice Number

    Leaving this check box unticked would enable you to create custom invoice numbers. When the checkbox is disabled, the following fields are appended:

WooCommerce PDF Invoice -Use order number as Invoice number
WooCommerce PDF Invoice -Use order number as Invoice number
  • Invoice Start Number: Enter the Invoice Start Number.
  • Invoice Padding Number: Enter the padding number so that invoice number is padded by zeros.
    For example, if the start number is 1 and the padding number is 4, then the invoice number will be shown as 0001.
  • Invoice Number Prefix: Enter the prefix which will be added before the invoice number.
    For example, if the prefix is WF, then the invoice number will be shown as WF0001.
  • Invoice Number Postfix: Enter the suffix which will be added after the invoice number.
    For example, if the suffix is WF, then the invoice number will be shown as 0001WF.

You can also include current date information in invoice number by using short-codes given below (output given against each assuming date as 27th November 2017)

[F] – November
[dS] – 27th
[M] – Nov
[m] – 11
[d] – 27
[D] – Mon
[y] – 17
[Y] – 2017
[d/m/y] – 27/11/17
[d-m-Y] – 27-11-2017

For example, if the invoice start number is 0001, padding value is 6, prefix value is 170_[d] and postfix value is [Y], the invoice number will be generated as 170_250000092017. Where, value 25 corresponds to current date and value 2017 corresponds to current year.

Email Settings

PDF version of the currently active invoice will be attached with the order email if and only if following settings are done appropriately,

  • Attach PDF in the email must be explicitly enabled from the invoice settings page
WooCommerce Invoice:Pack List-Attach PDF Invoice in email
WooCommerce Invoice: Pack List-Attach PDF Invoice in email
  • Select the order status from the Sent Invoice Email drop down from General Settings > Email page This option explicitly identifies for which order statuses the PDF version of the invoice is to be mailed. By default, it will take the values from the Order Status to Generate Invoice from Invoice settings as explained above. But you can add additional statuses as per your business needs.
Invoice:List-Email Settings
Invoice: List-Email Settings

Now that all the settings pertaining to invoice generation and email are configured, an invoice number with configured format will be generated and corresponding automated e-mail with an attached invoice will be sent to customers.

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