Emulating the in-person shopping experience online isn’t easy. After all, even with all the convenience of the internet, brick-and-mortar just has a certain edge over e-commerce. Luckily, offering the little perks of physical retail can make the difference. This is where enabling WooCommerce PDF invoices comes in handy.
Showing customers the receipts isn’t just a legal formality. Like competitive offers and setting up flawless checkout, it too can be an integral part of your strategy for selling online. Plus, it’s fairly simple and worth experimenting with to create something unique and memorable.
So, let’s discuss digital invoices and why they matter.
Why WooCommerce Invoices Are Essential
A solid proof-of-purchase is one of the basic elements of a trustworthy business transaction, whether it’s business-to-customer, business-to-business, or any other dynamic. In online shopping, PDF slips are the virtual equivalent of the receipts you collect at a physical counter.
The central purpose of documenting and providing what occurs in a purchase is a simple ABC rule: accounting, bookkeeping, and compliance.
These details could include, but are not limited to:
- Cart totals
- Payment status
- Date and time
- Shopper ID
- Business contact and details
- Invoice number
- Discounts or coupons (if any)
Beyond The Formal Stuff
It’s not just legalese when it comes to providing these documents. WooCommerce PDF invoices can actively help businesses improve their standing among customers, and perhaps even improve sales.
Fundamentally, these receipts are a measure of transparency, which is always welcome in small business e-commerce. It helps build trust and loyalty among customers and encourages repeat business.
Plus, keeping a copy of these invoices for your own use provides details of use behaviour and popular shopping cart picks and actions. This is the data that will help you personalize online shopping for each of your visitors.
And that’s not all. These invoices are generally attached to a confirmation email that the buyer receives after each purchase. It’s a simple idea from where you can improve everything from the invoice content to the presentation and template design. This opens up a world of possibilities, where you can
- Create WooCommerce custom invoice templates with personalized CTAs or your store’s branding
- Link to your business via URL or QR code
- Facilitate refunds, returns, or exchanges for maximum customer service
- Offer a helpline for FAQs or further comments
Setting Up WooCommerce PDF Invoices
By default, WooCommerce provides a basic email template that details a transaction. It should contain the following:
- A thank you message
- Order number and date
- Product details and billing
- Billing and shipping address
Of course, you can attach with it a WooCommerce custom invoice that can include more, less, or different details, along with a more spiffy and inspired look. To do that, the best option is to invest in a premium quality, professionally developed plugin with complete support.
PDF Invoices & Packing Slips is one of the premiere invoicing plugins for WooCommerce stores. It allows you to generate detailed and downloadable PDF or UBL receipts of customer orders, and then some. It’s easy to use, and is highly compatible with other tools like the WooCommerce Checkout Field Editor.
Step 1: Customizing Your Invoice Template
Once you’ve installed and activated the plugin, the process is fairly straightforward and intuitive. Here we go.
- Locate the plugin in your WordPress admin panel under WooCommerce.
- In the General section, start by setting the PDF view either as an instant download or in a new browser tab or window.
Note: You can also choose between a simple or custom template with the premium plugin. Free users get the basic version.
- Choose the paper size of the document, and select the other settings to your liking.
- Next to Shop header/logo, attach and fit a quality image of your store’s logo or emblem that will appear at the top of the invoice.
- Type in the name and address of your shop as it will appear on the WooCommerce PDF invoice.
- Add the footer text, which could be the shop policies, a disclaimer, copyright tag, or terms and conditions.
- Click on Save Changes.
Step 2: Set Permissions And Display Rules
Moving on to the Documents sections, you can decide on who receives the receipt and what information is provided. It’s divided into two subsections: Invoice and packing slip.
This section is mostly checkboxes that you have to enable (or not) based on your preferences.
- In the Invoice subsection, check Enable to make sure that the invoice is activated upon purchase.
- Next to Attach to, tick the boxes that decide when to send the invoice. Your recommended options are “Completed order” and “Customer invoice”, but you can also send invoices with customer notes or refunds.
- Tick the boxes of the details you want to display in the invoice, such as email, shipping address, invoice number, date, etc.
- If you’re displaying a custom invoice number, select a format by entering a prefix, suffix, and padding. This is only required if you haven’t set a WooCommerce custom invoice number through a filter.
- Set a PDF download condition through the drop-down next to Allow My Account invoice download.
- If you choose “Only for specific download statuses”, you can restrict invoices to one, some, or all of seven options (pending payments, processing, on hold, completed, cancelled, refunded, or failed)
- Click on Save Changes.
You can also choose optional settings from this section. These include yearly invoice number resets, sticking to current rather than historical settings, and invoices for free shop items.
- Next, go to the Packing slip subsection under Documents.
- If you want to attach a packing slip along with the invoice, check Enable.
- Choose to display your billing address, email, and phone number.
- Click on Save Changes.
After this, you’ll move on to the Status section. It’s recommended that you leave this area unchanged and finish the process by clicking on Save Changes.
Make sure to test that the invoices are working and refer back to steps 1 and 2 to troubleshoot any issues.
What Else Can You Do?
With the WooCommerce PDF Invoices and Packing Slips plugin, you can take the default settings even further to spruce up these receipts. Along with invoice setup, the free tool allows
- Customizable HTML and CSS templates
- Bulk generation of your WooCommerce custom invoices
- Printable PDF files
- Multilanguage support
It also offers high-value premium offers, like custom order descriptors, custom shipping and billing address fields, and sync with Dropbox.
Hard as it may be to imagine for some, e-commerce receipts can actually make a difference in the online shopping experience. With the WooCommerce PDF Invoices tool, you can take this formality a step further, and leverage it to build trust, improve your marketing, and boost sales and conversions.