For every order a customer makes at your store, it’s common courtesy that you send them an invoice of the transaction.
An invoice helps both customers and vendors know what the charges are that come with your product – say, the tax rates, shipping costs, etc. in addition to the actual price of items.
Generating an invoice email is easy in WooCommerce. Although it’s best to send a well-designed pdf invoice of orders to customers, an invoice email with the relevant address confirmation, additional charges, and the products ordered is a good place to start with.
Let’s see how quickly you can create your first order invoice on WooCommerce.
Step 1 – Get the order ready
Go to WooCommerce > Orders and click on ‘Add order’.
You can choose the status of the transaction based on which the invoice is being sent.
Now add the billing and shipping address to the order as given by your customer.
- Make sure that you get the email for the billing address right as it will be the one used to send the invoice to your customer.
You can also add any notes left by customers pertaining to the order in the end as well. By filling up this form, you create a record of the transaction on your orders list as well.
WooCommerce also allows you to give a unique transaction ID for the invoice.
You can also add Payment methods that come default with WooCommerce here as well.
Step 2 – Add the products for billing
Here’s where you’ll add the products, and all the details of tax, shipping charges, and more. You can even mention coupon codes applied by your customer.
Add products, additional fees, shipping costs, and tax rates in the products field to generate a neatly structured invoice.
The finished payment particulars list would look something like this:
You are almost set to send your invoice out. But wait, there’s more. You can also add custom fields to your invoice to neatly categorize your products. This would be especially beneficial if your customer has selected multiple items from your inventory.
Step 3 – Choose the type of communication
By default, you get the options to send invoices, order notifications or generate download permissions for downloadable products listed on your website.
Finally, add any notes to the customer to make the transaction easier. You can add further steps for the purchase or even a well-written thank-you note to your valued customer.
Step 4 – Create!
Click on the ‘Create’ button and your invoice or the choice of communication you chose will be sent to the customer’s billing email.
Your invoice will look something like this:
It’s that simple to send invoice emails and other notes to your customers in WooCommerce. You may have seen that there are limitations to this method, as generating pdf invoices or other custom templates is out of scope here.
For that, you’ll need suitable plugins to leverage the full potential of your online store. Check out our free plugin to generate pdf invoices and packing slips easily.