Send automatically the invoice on the e-mail

Modified on Mon, 19 Feb at 12:09 PM

You have two options to send automatically the invoice on the e-mail:

a. Send the invoice download link when you create the shipping label

b. Send the invoice download link when you mark the order as Dispatched

c. Send the invoice download link when you don't use xConnector to generate Shipping labels

1. Through the Shopify service:

When you create the shipping label in xConnector, Shopify automatically change the order status as Fulfilled and sends the Shipping confirmation email, which includes the shipping label number (tracking number).

Here, you can also add the invoice download link.

So, the trigger for this method is the generated shipping label.

If an invoice is already created before you create the shipping label, the Shipping confirmation e-mail can also include the download invoice link.

The conclusion is that there has to be an invoice created when the shipping label is generated so the Shipping confirmation email could include the invoice.

The Shipping confirmation e-mail can include the download invoice link when you:

- Create documents (one shipping label together with an invoice)

- Create BULK documents (multiple shipping labels together with the invoices)

- Create an invoice first, and after that, you create a shipping label

- Create BULK invoices first, and after that, you create BULK shipping labels

The Shipping Confirmation e-mail can't include the download invoice link when you:

- Create a shipping label first, and after that, you create an invoice

- Create BULK shipping labels first, and after that, you create BULK invoices

- Create the invoice through the Tracking module automatically

- Create the invoice through the Cash reimbursement import automatically

Because in the above situation, the Shipping Confirmation e-mail was already sent, and the invoice was created after the email was sent.

How does it work?

When you generate a shipping label, xConnector sends the information to Shopify, automatically changing the Fulfillment status from Unfulfilled to Fulfilled.

When the order is Fulfilled, Shopify automatically sends the customer the e-mail named Shipping confirmation. This e-mail includes tracking number information; here, you can also have the invoice download link.

How to add the invoice download link in the Shipping confirmation e-mail?

Shopify > Settings > Notification > Shipping > Shipping confirmation

Copy and Paste the code and add it in the e-mail template at the ‘Tracking numbers’ section - right after the second {% endif %}

{% for attribute in order.attributes %}
{% if attribute.first == 'xconnector-invoice-short-url' %}
    <p>Download your <a href="{{ attribute.last }}">invoice</a> .</p>
{% endif %}
{% endfor %}

You can preview the e-mail and then Save it.

If you cannot copy the code from here, you can find it also in the following:

xConnector > Tools > Download invoice link

When do you want to send the Shipping confirmation e-mail?

You can choose when you want to send the Shipping confirmation to the customer.

There are two different methods:

a. Send the Shipping confirmation when you create the shipping label

b. Send the Shipping confirmation when you mark the order as Dispatched

Here you can find how both methods work:

a. Send the invoice download link when you create the shipping label

If you choose to send the Shipping confirmation when you create the shipping label, you must follow these steps:

set as default the option of sending the Shipping confirmation e-mail:

xConnector > Profile > Preferences > Default values > check Send Shopify notification

Also, you can select/deselect this option any time you want when you generate the shipping label+invoice (tab Observations):

generate a shipping label + an invoice, or generate the invoice and then the shipping label.

If you generate only the shipping label, Shopify will send the Shipping confirmation automatically but it will not include the invoice download link because it needs to be created first. So, you just need to generate the shipping label and the invoice at the same time.

Example:

b. Send the invoice download link when you mark the order as Dispatched

If you choose to send the Shipping confirmation when you mark the order as Dispatched, you must follow these steps:

make sure you uncheck the option Send Shopify notification in xConnector

   xConnector > Profile > Preferences > Default values > uncheck Send Shopify notification

generate the documents (shipping label and invoice) without marking them as Dispatched -> the orders will be displayed at In Progress

after you generate all the documents, you must dispatch them in xConnector (even if you already hand over your packages to your courier, or you will).

You can mark orders as Dispatched in two ways:

manually
with the barcode scan.

Mark orders as Dispatched manually

xConnector
In-progress page
Select order/ orders
Create documents - Click on the Arrow
Click on Dispatch orders
Check to Send Shopify notification option

Click on Dispatch order

Now the orders are moved from In Progress page into Dispatched page, and the customers receive the Shipping confirmation email, including the tracking number and invoice download link.

Also, now your orders are organised into three categories:

New Orders: newly imported orders from Shopify that don't have any documents generated
In progress: orders that have already documents generated but aren't ready to be Dispatched
Dispatched: orders which you marked as Dispatched don't need anymore to be processed

Mark orders as Dispatched with a barcode scan

xConnector
Dispatcher page
Check the Mark order as a dispatched option
Check the Send Shopify notification option
Connect your scanner and configure it as an HID device
Choose to mark your orders as dispatched by selecting the checkboxes on this page
Scan the tracking number barcode on your packages
Double-check you're In progress order list to see if there are any orders left to dispatch
Hand over your packages to your courier

This method helps you to have more control over the processed orders. Eliminating manual work also eliminates the errors that may appear when you process the charges and prepare them to hand over to the courier.

c. Send the invoice download link when you don't use xConnector to generate Shipping labels

You can choose this option when you don't generate shipping labels through xConnector and yet you opt for sending the invoice download link through the Shipping confirmation e-mail.

This options works if you generate first the invoice in xConnector and after that you mark manually the order as Fulfilled in Shopify or the order is marked automatically as fulfilled by another integrated app.

So, the trigger is the order status: when it is changed in Fulfilled - Shopify sends the Shipping confirmation email, where you can add the invoice download link.

How to add the invoice download link in the Shipping confirmation e-mail?

Shopify > Settings > Notification > Shipping > Shipping confirmation

Copy and Paste the code and add it in the e-mail template at the ‘Tracking numbers’ section - right after the second {% endif %}

{% for attribute in order.attributes %}
{% if attribute.first == 'xconnector-invoice-short-url' %}
    <p>Download your <a href="{{ attribute.last }}">invoice</a> .</p>
{% endif %}
{% endfor %}

You can preview the e-mail and then Save it.

If you cannot copy the code from here, you can find it also in the following:

xConnector > Tools > Download invoice link

This feature is available for the Advanced subscription plan

Feel free to contact us if you need any further information:

Chat: click on the blue chat icon (bottom-right)

E-mail: support@xconnector.app

Phone: +4 0373 747 991

**2. Through the invoice service*:**

When you create the invoice in xConnector, the invoice service already integrated in xConnector automatically sends an email which includes the invoice .pdf document.

How does it work?

When you create an invoice in xConnector, the invoice service's API sends it to the customer by email. This email is separate from Shopify notifications and only contains the invoice.

SmartBill settings:

Setting up an email server on the SmartBill platform according to their documentation.

xConnector settings:

xConnector > Profile > Preferences > Default values > Send invoice by email

xConnector > Profile > Preferences > Default values > Invoice notification subject

Check the option to send the invoice by email, add a text for the notification subject, and then click the Save button.

This feature is available for all the subscription plans

Feel free to contact us if you need any further information:

Chat: click on the blue chat icon (bottom-right)

E-mail: support@xconnector.app

Phone: +4 0373 747 991