Frequently asked questions

Yes. Pick a template, fill it in, and download the PDF — free, with no signup and no watermark. Every feature is free — there are no accounts and no paid plans.

Yes. When a customer asks for a formal invoice, or you're billing for a wholesale order, a custom commission, or a deposit taken off-platform, fill in your shop name, the items, and the total, and send the PDF. It's a proper invoice document, independent of any marketplace.

Yes. Your “From” details are remembered in this browser when you tick the remember box, so the next invoice starts from your shop's details and the same clean layout instead of a blank page.

No — there are no accounts. Fill in the template and download your PDF; your downloaded PDF is your copy, because the site stores nothing. The maker remembers your shop's From details in this browser to speed up the next one.

Not for an ordinary Etsy order — the buyer already gets an order confirmation and a receipt through Etsy, and that covers most sales. A separate invoice becomes useful when the buyer asks for one (common with business buyers who need a document for their own records), when part of the deal happened off the platform's paperwork (a follow-on order you arranged directly), or for wholesale and custom work where the terms need spelling out. Issue the invoice for the document job it does; do not duplicate a platform receipt and call the pair a system.

No. An order confirmation confirms that an order was placed and paid (or is being processed) inside Shopify — it is generated by the platform, in the platform's format. An invoice is your document: your business name, your invoice number, your terms. Some buyers, especially businesses, need the second one for their records or to pay against. When a customer asks you for “an invoice”, they almost always mean your document, not a reprint of the confirmation — produce it with your shop details and your own numbering.

Typically: their business's legal name (exactly as registered, which may differ from the shop name they trade under), a billing address, their purchase order or reference number if they use one, itemized quantities and unit prices (not just a lump total), and any tax number they need shown. Ask before you produce the document — a two-line e-mail (“What name and reference should the invoice carry?”) prevents the reissue dance. Our wholesale guide walks a complete example.

Yes — list them as separate lines: the goods with quantities and unit prices, then the services (assembly, installation, a design fee, gift wrapping) with their own descriptions and amounts. Keeping them on separate lines matters because the two are sometimes treated differently for tax and because a buyer checking the document can match products to the parcel and services to the agreement. One combined “order total” line is where clarity goes to die.

As their own line, labeled plainly — “Delivery” or “Shipping” — with the amount the buyer agreed to pay for it. That keeps the goods total and the delivery total separately checkable against the order, and it matches what buyers expect from every platform receipt they have ever seen. Whether shipping is taxed, and at what rate, depends on your jurisdiction and what is being shipped; the document's job is to show the charge transparently, and the blog works through the reasoning in more detail.

Yes — an invoice can document a sale that is already settled; mark it clearly as paid so nobody pays twice. Put “Paid — [date], via [method]” in the notes, and keep the total presentation normal (items, shipping, total) so the document still reconciles with the order. Business buyers request exactly this document for their bookkeeping all the time. What an invoice must never do is present a paid order as money still owed — that is how duplicate payments and refund errands are born.

Say so, in the notes: for example, “Sales tax/VAT on this order was collected and handled by [marketplace] under its marketplace-facilitator rules.” Many marketplaces are required to collect tax on orders in many regions, and your invoice should not show a second tax charge of your own on top. Do not add your own tax line for a marketplace order unless you know your situation requires it — when in doubt, your marketplace's current seller help pages and your own tax advice outrank any template.

Yes, in short form: the personalization is part of what was sold, and the invoice is the record of the sale — “Oak sign, 30cm — text: 'The Miller Family, est. 2019'”. Keep it factual and brief, and leave out anything genuinely private (a surprise gift message can be summarized as “gift message included” rather than quoted). The line proves the specification was agreed, which protects you if the finished piece is later described as “not what I ordered”.