Glossary
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invoice
E-commerce invoice: definition of accounting document, legal VAT mentions, differences between order, delivery note, and quote, Shopify invoicing, and tips.
Updated on
June 4, 2026
The invoice (invoice) is the accounting and tax document that proves a sale: seller, buyer, date, number, product lines, amounts before tax, VAT and after tax, payment methods. In e-commerce, it is generated after the payment of an order (or upon customer request). Distinct from the confirmation email and the delivery note, it is used for accounting, refunds, and legal obligations.
Summary
Definition: invoice, order, receipt, quote
The invoice records a completed sale and commits the merchant to the declared amounts and taxes.
Typical disclosures (France / EU, depending on status):
Seller: company name, address, SIREN/SIRET, VAT identification number.
Buyer: name, billing address, client's VAT number if B2B.
Invoice number: unique, sequential, without gaps (accounting requirement).
Issue date and sale date if different.
Line items: description, quantity, unit price excl. tax, VAT rate, total line amount.
Totals: subtotal excl. tax, VAT by rate, total incl. tax.
Terms: payment deadline (B2B), late payment penalties, discount if applicable.
Useful distinctions:
Invoice vs order: the order is the operational record (logistics, after-sales service); the invoice is the fiscal document of the sale.
Invoice vs confirmation email: the confirmation reassures the customer; it is not always a compliant legal invoice.
Invoice vs delivery note: the delivery note lists the package contents; the invoice proves the price and VAT.
Invoice vs quote: the quote precedes the sale; the invoice records it.
Invoice vs receipt: the receipt proves payment; the invoice details the fiscal sale (often both are combined).
Invoice vs credit note: the credit note cancels or corrects an invoice (return, partial refund).
B2C invoice vs B2B invoice: in EU B2C, an invoice is often provided upon request; in B2B, it is mandatory and payment may sometimes be deferred (B2B e-commerce).
Why billing is important in e-commerce
Even on an online store, the invoice structures the commercial relationship and the merchant's obligations.
Tax compliance: VAT collected, declarations, administrative audits.
Accounting: accounting document for turnover, export to accountant or ERP.
Customer request: businesses, employer reimbursements, warranties.
Disputes and after-sales service: official reference in case of refund or exchange.
Export / customs: commercial invoice attached to the international package.
B2B trust: 30-day payment, reminders, purchase order reconciliation.
Legal archiving: retention of invoices for a mandatory period (France: 10 years for accounting documents).
An incorrect invoice (erroneous VAT, inconsistent numbering, missing details) complicates audits and credit notes. The invoice number must remain distinct from the Shopify order number.
The role of the invoice in the e-commerce journey
Classic e-commerce billing workflow:
First, the customer pays at checkout.
Then, the order is registered (paid).
Next, the invoice is generated automatically or on demand.
Then, the PDF is sent by email or downloaded from the customer account.
Finally, accounting export (monthly) to software or accounting firm.
Finally, a credit note is issued if there is a return or cancellation.
Common types:
Sales invoice: standard B2C or B2B sale.
Proforma invoice: before shipping, often for export or advance payment.
Deposit invoice: partial payment before delivery.
Credit note: full or partial cancellation of an existing invoice.
For example: Shopify B2C home appliance store, France. Order #3051, €249 including tax paid by card. Shopify confirmation email sent (summary, not full tax invoice). Professional customer requests an invoice with SIRET from customer service. Merchant generates a PDF via a billing app (number FAC-2026-0847, detailed 20% VAT, Paris billing address). PDF attached by email and available in the customer account. Month-end: CSV export of invoices to QuickBooks for the accounting firm.
Invoice management on Shopify
Shopify manages taxes and orders; the compliant invoice often relies on apps or integrations (Shopify Help Center, Taxes).
Shopify Taxes: EU VAT, OSS, country-specific rules (Markets).
Order Printer / Packing slip: order documents, not always legal FR invoices.
Billing apps: Sufio, Invoice Hero, Order Printer Pro (compliant PDF, numbering).
Shopify Plus B2B: wholesale invoices, deferred payment, draft orders.
Accounting: sync with QuickBooks, Xero, Sage via apps.
Electronic invoicing: ongoing reform in France (B2B); verify obligations based on your status and official schedule.
Merchant Checklist France:
First, enter the store's legal notices and VAT number in the admin.
Next, configure product VAT rates and zones (France, EU, export).
Then, choose an app or process for sequential invoice numbering.
Next, allow invoice download from the customer account or via automated email.
Finally, process credit notes linked to Shopify returns (product return).
Lastly, archive PDFs for the legal duration, outside of Shopify if necessary.
Shopify does not replace a chartered accountant: validate your VAT and invoicing setup based on your country of sale and legal status.
The essentials to remember about e-commerce invoicing
Invoice = accounting and tax document proving a sale (excl. tax, VAT, incl. tax).
Distinct from order, email confirmation, delivery note, quote.
Issues: VAT compliance, accounting, customer service, B2B, archiving.
Shopify: taxes + billing apps (Sufio, etc.), accounting sync.
Sequential numbering, credit notes on refunds, legal notices.
In brief
Invoice = accounting and tax document proving a sale (excl. tax, VAT, incl. tax).
Distinct from order, email confirmation, delivery note, estimate.
Challenges: VAT compliance, accounting, after-sales service, B2B, archiving.
Shopify: taxes + billing apps (Sufio, etc.), accounting sync.
Sequential numbering, credit notes on refunds, legal notices.
Associated terms, FAQ, and useful resources
Associated terms
Order: operational source of the invoice.
Delivery note: parcel document, non-tax.
Billing address: contact details on the invoice.
E-commerce quote: step before invoice.
Refund request: often triggers a credit note.
FAQ
Shopify invoice and order: same number?
No. The order number (#1001) is used for logistics and after-sales service. The invoice has its own sequential numbering required by accounting (e.g. FAC-2026-0123).
Should an invoice be sent to every B2C customer?
In France, the B2C invoice is not always systematically mandatory, but the customer can request it. Providing easy access (customer account PDF) reduces support requests and enhances professionalism.
Is the Shopify confirmation email an invoice?
Generally no: it is an order summary. A compliant invoice includes the legal notices and tax numbering required; use a dedicated app if necessary.
How to generate invoices on Shopify?
Configure taxes in the admin, then install an invoicing app (Sufio, Invoice Hero…) for automatic PDFs, numbering, and accounting export. Validate the setup with your accountant.
Go further
Online sales taxes.
Shopify draft orders.
Back to Qstomy e-commerce glossary.
Sources: Shopify Help Center (Taxes), accounting and invoicing obligations France / EU (consult an accountant for your case).
Enzo
June 4, 2026
