Invoices and receipts
Understand invoice and receipt numbering, PDFs, and voiding.
Invoices and receipts are generated from orders. You usually do not create them manually.
How documents are created
- Placing an order creates an invoice in Draft status with the order totals.
- Confirming payment marks the invoice Paid, locks it, and sets the payment and issue dates.
- Confirming payment also creates a receipt for the transaction.
- Viewing a document generates its PDF if it is missing or if a paid invoice needs regenerating.
Invoice numbers use the format YYYY-NNNNNN, scoped to the store and year.
Receipt numbers use RCPT-YYYY-NNNNNN.
Invoice statuses
| Status | Meaning |
|---|---|
| Draft | Created with the order, not yet paid |
| Issued | Issued but not marked paid |
| Paid | Payment confirmed; the invoice is locked |
| Void | Canceled; cannot be undone |
| Refunded | A full paid refund was recorded |
Most invoices move directly from Draft to Paid when the order is paid. An invoice is locked once paid, which is why the order can no longer be edited.
Receipt statuses
| Status | Meaning |
|---|---|
| Issued | Payment was confirmed and a receipt was issued |
| Void | Receipt was canceled; cannot be undone |
A receipt is issued once per successful transaction. If a payment is confirmed again, the existing receipt is reused instead of creating a duplicate.
View and download
Open Sales → Invoices or Sales → Receipts:
- Preview opens the document in the dashboard.
- Download PDF downloads the generated file.
PDFs are generated asynchronously and stored in the configured storage provider. If a PDF is missing, opening the document triggers generation.
Void a document
- Open the invoice or receipt.
- Choose Void.
- Confirm.
Voiding clears the generated PDF and marks the document as Void. It cannot be undone. Voiding a document does not refund a payment; use a return and refund for that.
You can void several invoices or receipts at once from the list. Items that are already void are skipped.
Keep issued documents for accounting. Deleting a store or customer does not remove financial history that your business is required to retain.