Help with invoices, delivery notes and credit notes
Answers for the time before and after your first invoice. If your question is missing, write to support@larchline.co. We answer within 24 hours.
Setting up and numbers
What do I set up before the first invoice goes out?
Your details in the settings: company name, full address and tax number or VAT id. What your store already knows about you is in the fields. Check it, add the rest and save once.
Where do I set the prefix and the next number?
In the settings, separately for invoices, delivery notes and credit notes. Coming from another program, you enter the number you want to carry on from.
Can a number change once it is issued?
No. Click a second time and the same file comes back under the same number. If an edit adds new items to the order after its invoice, that invoice stays as it is. You create a separate invoice for the new items on the order, with the next number. The app does this when the edit only added new items without a discount. Otherwise you write that invoice outside the app.
The app says the next number is already taken. What now?
Set a higher next number in the settings and create the document again.
Shopify already makes invoices. Will I get two?
Shopify can create its own VAT invoice for checkout orders. If that is on, one sale has two invoices with two numbers. Use only one: turn off Shopify's invoices, or create no invoice in the app for the same orders.
Which orders can I create a document for?
The app shows you the orders of the last 60 days. For an older order it creates no document.
Tax on the invoice
The app is not tax advice. Which details your business needs is a question for your tax adviser.
What goes on the invoice if I am a small business under § 19 UStG?
Turn on the small business rule in the settings. The app then prints the § 19 UStG note in place of the tax lines.
What does the app print for a business buyer in another EU country?
On a tax-free supply to a business in another EU country it prints the § 6a UStG note and both VAT ids.
Does the app work out the tax itself?
No. It prints the tax Shopify calculated, the tax on shipping included, and the net amount per tax rate. Under OSS each rate carries its country. When the figures do not match, it creates no document and tells you so.
The goods have not shipped yet. Which delivery date goes on the invoice?
The app asks you when the goods leave: today or later. With "later" the invoice says that the delivery is still to come and names the expected month.
Does the app print the § 13b UStG note?
No. For services sold to business buyers in the EU it prints no § 13b UStG note.
Refunds, cancellations and bulk print
How do I create a credit note?
Refund the order in Shopify, reload the order in the app and click "Create credit note". The credit note names the number of the invoice it corrects, so the invoice comes first. Credit notes are part of the Starter plan.
I refund less, for example minus a restocking fee. Is there a credit note for that?
No. If you refund a different amount than Shopify suggests, the app creates no credit note for that refund.
When do I need a cancellation invoice?
When an order that already has an invoice was cancelled before any money was paid and before anything was shipped. The cancellation invoice cancels that invoice in full. If the order was paid, you refund it in Shopify and create the credit note from that refund. If goods were shipped, the app creates no cancellation invoice. It is part of the Starter plan.
Can I download many invoices at once?
Yes, on the Starter plan. You pick orders in the list and download their invoices or delivery notes as one ZIP file.
Can the documents be in English?
Yes, on the Starter plan. The document language is a store setting, German or English.
How does my tax adviser get a list of every document?
With the CSV export on the Pro plan. Each row is one document at one tax rate: number, date, order, tax rule, net, tax and gross. Delivery notes are not included.
Customers, data and cancelling
Does the app email the invoice to my customer?
No. The app sends no document and writes no email to your customers. You download the PDF and send it yourself. It writes to you only about the app, at the address Shopify holds for your store.
Does the app create an e-invoice as XRechnung or ZUGFeRD?
No, the app creates a PDF. For an e-invoice in one of those formats you need another program.
What does the app cost, and how do I cancel?
Invoices and delivery notes are free on the Free plan, one order at a time, no cap. Starter is 9.99 USD a month, Pro 29 USD. Paid plans start with a 14-day free trial, you pay through your Shopify bill, and you change or cancel the plan in the app.
What happens to my data when I uninstall?
The access token and the email address Shopify holds for your store are deleted at once. Everything else we hold about your store, the register of your numbers included, is deleted about 48 hours after you uninstall, when Shopify tells us the store has removed the app. If that notice does not reach us, we delete it ourselves, at the earliest 14 days after you uninstall and normally within 30 days. Only if Shopify cannot confirm to us that the app was removed do we keep it and the access token longer, until it does. After that we keep only the record that we handled Shopify's notices, with your store's web address, for no more than 30 days. Save the documents you want to keep before that.
Shopify sent me a customer data request. What do I do?
The app shows it to you. You download a file with what the app holds for the orders named: numbers, dates, amounts and who made a document. The file is there for 55 days, and you use it for your answer.
Guides
Install the app
If you do not have the app yet, it is on the Shopify App Store.
Invoices and delivery notes are free, one order at a time. The app reads your orders and changes nothing.
If a document is wrong
The app does not change a document it has issued, and a number once issued stays issued. Check your details in the settings first, so the next document is right. Then write to us with the document number and the order number, and we will look at the case.
Write to us
Write to support@larchline.co, in English or in German. We answer within 24 hours. If something in the app has to change for it, we say so and come back to you once it is there.
Three things make an answer fast:
Your store address, the one that ends in myshopify.com.
The order number and, if there is one already, the document number.
What you expected and what the app showed instead. A screenshot is enough.
Data and privacy
The app stores your store address, an access token from Shopify and the permissions you granted. Then your details from the settings, a register of the documents issued with numbers, dates and amounts, and a log of which document was created when and when the register was exported, with the Shopify user number and never with a name. It also stores an entry for every customer data request that names an order it has stored something about, the ids of the notifications Shopify sends so each one is handled once, the email address Shopify holds for your store so we can send you notices about the app, and for every notice the entry that it was shown to you and, where that applies, sent by email. Your customers' names and addresses are read for the PDF and not stored. The privacy policy says it in full. For the processing we do on your behalf there is the data processing agreement.