Customizing the contents of tax invoices

If you are using tax invoices, you can adjust their contents and template to the needs of your business. This includes adding a logo, changing the invoice title, adding your taxpayer identification number, providing additional information about the company and adding a message to the footer. You can also translate the text of your tax invoices into other languages using special variables.

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Adding a logo to the invoice

You can add your company’s logo to the tax invoices. Adding a logo helps personalize your invoices and can be a part of your brand building. The recommended size of a logo image is 240 x 100 px.

To add a logo to the invoice template:

1. From your store admin, go to Settings → Taxes & Invoices → Tax invoices → Contents of tax invoice.
2. Click Upload Invoice Logo and choose the image file from your computer.

The logo will be displayed in the top left corner of your invoice. You can check the result on the preview.

If you want to upload a different image, click Change Invoice Logo and choose another image from your computer. To delete the image from your tax invoice template, click on the basket icon in the Logo section.

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Changing the invoice title

You can change the invoice title to meet your business needs or the legal requirements in your country.

To change the title in the invoice template:

1. From your store admin, go to Settings → Taxes & Invoices → Tax invoices → Contents of tax invoice.
2. Enter the new name of your invoice in the Title field.

You can check the result on the preview.

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Adding your tax registration number to the invoice

In some countries, merchants that charge taxes need to show their tax identification number on the invoices. For example, the UK requires VAT Reg No, Italy requires P.IVA, and Australia requires ABN.

To add the taxpayer identification number to the tax invoice template:

1. From your store admin, go to Settings → Taxes & Invoices → Tax invoices → Contents of tax invoice.
2. Enter the taxpayer identification number into the field:
   

   

Your online store automatically detects your country and will set the appropriate tax ID name (VAT Reg No, ABN, etc.). If you need another name for your tax ID, click on the Edit name link and enter another display name.

Once added, your tax registration number will appear on all tax invoices in the header.

The taxpayer registration number will also be included in the footer of all email notifications sent to your customers. If you wish to adjust the placement of the taxpayer identification number in an email notification, you can edit the template for that notification.

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Providing additional business details

You can add extra information about your company to the invoice header. This can be the information that is required in your country by law or any other details (e.g., bank account details or additional contacts).

To add business details:

1. From your store admin, go to Settings → Taxes & Invoices → Tax invoices → Contents of tax invoice.
2. Enter the information into the Business details field.

You can check the result on the preview.

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Adding a footer message

You can also add a message to the invoice footer. This can be notes for customers or a special “Thank you” message.

To add information to the tax invoice footer:

1. From your store admin, go to Settings → Taxes & Invoices → Tax invoices → Contents of tax invoice.
2. Enter the information into the Footer message field.

The text will appear under the barcode in your invoice. You can check the result on the preview.

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Editing the tax invoice template

Advanced users can edit the template of the tax invoice used in their store.

The tax invoice template in your store contains:

• Variables to refer to the store or buyer information (tax invoice templates use the same collection of variables as our email notifications).
• Freemarker tags to replace variables with actual values and for their conditional rendering.
• CSS and HTML to define the structure and look of the invoice.

You can add standard HTML tags and special regular expressions to transfer the order details to the tax invoice. You can include or remove the variables in these expressions, change their positions, or make a custom invoice that will precisely suit your needs.

To customize the tax invoice:

1. From your store admin, go to Settings → Taxes & Invoices → Tax invoices → Contents of tax invoice.
2. Scroll down and click Edit template.
3. Make the desired changes in the template.
4. Before saving any changes, click the Preview link on top to see how the invoice will look like.
5. If you don’t like the result, click the Revert to default link at the bottom of the template to restore the default tax invoice template.
   

   If you are making changes to a template that you previously customized and saved, the “Revert to default” option won’t work for you as it will revert to the original default template. To backup your template, copy the invoice template and save it as a text file on your computer. If something goes wrong, you can paste the code from the file back to the template.

6. When you are satisfied with the result, click Save.

Here are a few examples of small tax invoice customizations:

Example 1. Adding text to the tax invoice footer

If you want to add some message to the tax invoice, you can append it to the “Thank you for your order!” text. For example:

For this, open the invoice template for editing, scroll to its bottom and add your message as plain text after the variable ${textLabels.footerMessage} in the Invoice footer block:

You can also change the default footer message from “Thank you for your order!” to your own text by replacing the variable ${textLabels.footerMessage} with the desired wording in the template.

Example 2. Removing barcode from tax invoice

To remove the order barcode from your tax invoices, delete these lines from the bottom of your tax invoice template:

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Translating tax invoices to other languages

A number of special variables are used to display general text labels in the tax invoice, like Order, Buyer, Thank you for your order!, etc. Here is the list of variables from the tax invoice template and the actual text that appears in place of these variables in invoices (English version):

Variable — Text label

${textLabels.order} — Order
${textLabels.orderComments} — Order comments
${textLabels.sku} — SKU
${textLabels.footerMessage} — Thank you for your order!
${textLabels.customerService} — Customer service
${textLabels.phone} — Phone
${textLabels.shippingMethod} — Shipping method
${textLabels.paymentMethod} — Payment method
${textLabels.discountCoupon} — Discount coupon
${textLabels.items} — Items
${textLabels.shipping} — Shipping
${textLabels.total} — Total
${textLabels.shipTo} — Ship to
${textLabels.buyer} — Buyer
${textLabels.pickupMethod} — Pickup Method
${textLabels.taxId} — Tax ID
${textLabels.taxFreeBusiness} — Tax Exempt Customer

These variables are automatically translated into your customer language if you offer your store in that language and if a translation of a text label exists in store. Otherwise, the label appears in English.

If store doesn’t yet have a translation of invoice labels into the language you need, you can replace the corresponding variables in the tax invoice template with your preferred text as a temporary solution. This text will appear on invoices for all customers regardless of their browser language.

For example, to add a translation of the “Thank you for your order!” message in the invoice, you can find the ${textLabels.footerMessage} variable in the tax invoice template and replace it with your translation:

The remaining content of your tax invoice is retrieved from the order details. You can translate your catalog into the desired languages, so that information about products appears in that language in the tax invoice, too.