Documents

In short

Every document belonging to an order, in one place. Until 22 August 2026 the screen was called Invoices and lived under Finance; it moved to Orders because a document always belongs to a specific order.

What it does

Where to find it: Operations → Orders → Documents

• Invoices — what you issued and what is still unpaid.
• Credit notes — what you refunded and which invoice it belongs to.
• Invoice items — the individual products on the documents.
• Sales by invoice — how much of each product sold, according to the documents.

Every document shows whether it is paid or unpaid.

Document PDF

A document appears in the list within a few minutes of being issued in the e-shop. The PDF of invoices and credit notes is downloaded automatically within 15 minutes. If the e-shop has not prepared it yet or the attempt fails, the next attempt runs 30 minutes later. Until the PDF is there, the document has a Fetch PDF button that downloads it right away; its tooltip explains why the PDF is still missing. Revenue and the other totals in Analytics do not depend on the PDF.

Sending to your accountant

Documents can be sent automatically — connect an accounting system in Settings → Connected apps. The same document is never sent twice.

Who can get here

Documents are visible to the administrator and the manager. HR, customer support and warehouse staff do not see them by default; an administrator can grant access individually.

Selecting and removing documents

On the Invoices, Proforma invoices and Credit notes tabs you select a document with the checkbox in its row. Clicking the checkbox only selects the document; clicking anywhere else in the row opens its detail. Select page selects the documents on the page you see, not the whole list, and Clear selection clears it. When you move to another page, the selection is limited to what is visible.

Remove deleted in the e-shop removes from the list only documents the app can prove are leftovers:

• the e-shop keeps documents with the order (for example WooCommerce) and deleted the order together with the document,
• the document never went to accounting (neither by export nor by sending it to your accountant),
• no payment is matched to the order and the credit note is not part of a claim refund.

Such a document carries the deleted in the e-shop badge in the status column. An issued document is never removed, even if you select it; the bar tells you how many of the selected cannot be removed. An e-shop with a separate document register (for example Shoptet) keeps the invoice even after the order is deleted, so its documents are never removed. Before removing, the app saves a complete backup of the document. Removing requires the Documents → Delete permission.

Open in e-shop

The button opens the order the document belongs to in the e-shop administration, the same way for every platform. When the e-shop has deleted the order, the button is unavailable. Open the document itself with the PDF button.