Articles on: Invoices

How to automatically email invoices to customers on Shopify

Manually sending an invoice for every order takes time and slows down your accounting workflow. When you automatically send invoices to customers, Invoice Falcon handles delivery the moment an order is created, paid, fulfilled, or delivered — without any manual effort. This keeps your customers informed, speeds up payment collection, and ensures every transaction has a professional invoice on record.

Open the Invoice Delivery Settings

The automatic invoicing feature is configured on the Settings page inside Invoice Falcon. Follow these steps to find and enable it.

Navigate to Invoice Delivery

Open the Invoice Falcon app from your Shopify Admin.
Click Settings in the left-hand navigation menu.
Click on the Email delivery tab
Check the Invoice delivery section. This is where you enable automatic sending and configure your sending rules.

Enable Automatic Sending of Invoices to Customers

Once you are on the Invoice delivery section, you can turn on automatic invoicing with a single click.

In the Invoice delivery section, locate the toggle labelled Enable automatic sending of invoices to customers.
Click the Enable button on the right side of the toggle. When active, a green Active badge appears next to the label to confirm the feature is on.
Once enabled, Invoice Falcon will automatically generate and email a PDF invoice to your customer whenever a new order is created in your store.
Click Save in the save bar at the top of the page to apply your changes.

Tip: You can disable automatic invoicing at any time by clicking the Disable button on the same toggle. Previously sent invoices are not affected — only future orders will stop receiving automatic emails.

Configure Sending Rules

By default, Invoice Falcon sends an invoice for every new order regardless of its status. If you want to send invoices only when orders reach a specific status, you can configure sending rules to filter which orders trigger an invoice email.

Select a Status Type

The sending rules section offers four status type options. Select the one that matches your business workflow:

Any status — sends an invoice for every new order, regardless of payment, fulfillment, or shipment status. This is the default setting.
Payment status — sends an invoice only when an order reaches a specific payment state.
Fulfillment status — sends an invoice only when an order reaches a specific fulfillment state.
Shipment status — sends an invoice only when an order reaches a specific shipment state.

Important: You can only select one status type at a time. For example, you cannot filter by both payment status and fulfillment status simultaneously. Choose the status type that best fits your invoicing workflow.

Choose a Specific Status Value

After selecting a status type, use the dropdown to pick the specific status value that triggers the invoice:

Payment status options:

Payment is pending — invoice is sent when the order is created but payment has not been captured yet
Order is partially paid — invoice is sent when only a portion of the order total has been paid
Order is fully paid — invoice is sent only after the customer has completed payment in full

Fulfillment status options:

Order is completely fulfilled — invoice is sent when all items in the order have been fulfilled
Only some of the items have been fulfilled — invoice is sent when at least one item has been fulfilled but not all

Shipment status options:

Order is out for delivery — invoice is sent when the shipment is marked as out for delivery by the carrier
Order was delivered — invoice is sent only after the shipment is confirmed as delivered

Tip: If you select Any status as your status type, no dropdown appears because invoices are sent for all orders without filtering. To stop filtering, switch back to Any status and click Save.

Filter by Customer Tags

In addition to status-based rules, you can control which customers receive automatic invoices using Shopify customer tags. This is useful for B2B stores, wholesale accounts, or any scenario where only certain customers need invoices.

Include customers with specific tags

In the Customers with these tags will receive the invoices text field, enter one or more customer tags separated by commas (e.g., "wholesale, vip, preferred").
Only customers whose Shopify profile includes at least one of these tags will receive an automatic invoice.
If this field is left empty, all customers receive invoices (no tag filtering is applied).

Exclude customers with specific tags

In the Customers with these tags will not receive the invoices text field, enter one or more customer tags separated by commas (e.g., "no-invoice, internal").
Customers whose Shopify profile includes any of these tags will be excluded from automatic invoicing, even if they match the include tags.
If this field is left empty, no customers are excluded.

Tip: Customer tags are managed in Shopify Admin → Customers → [Customer profile] → Tags. Make sure the tags you enter in Invoice Falcon match exactly (case-sensitive) with the tags on your customer profiles in Shopify.

Click Save in the save bar at the top of the page to apply all your sending rules.

Set Up BCC / Self-Copy

Invoice Falcon also lets you automatically receive a copy of every invoice that is sent to your customers. This is useful for bookkeeping, compliance, or simply keeping your accounting team in the loop.

Enable BCC invoicing

Open the Invoice Falcon app from your Shopify Admin.
Click Settings in the left-hand navigation menu.
Click on the Email delivery tab
Scroll down to the BCC / Self-copy section.
Click the Enable button next to Enable automatic sending of invoices to me.
In the Email address to receive the invoices text field, enter one or more email addresses separated by commas (e.g., "accounting@example.com, manager@example.com").
Click Save to apply.

Note: BCC invoicing works independently from customer invoicing. You can enable BCC without enabling customer-facing automatic invoicing, or enable both together. The BCC email is sent at the same time as the customer invoice.

How Automatic Invoicing Works Behind the Scenes

Understanding the process helps you troubleshoot issues and set the right expectations.

When an order is created in Shopify, Invoice Falcon receives a webhook notification from Shopify.
Invoice Falcon validates the order against your sending rules (status type, status value, customer tags, and exclude tags).
If the order matches all conditions, Invoice Falcon generates the invoice using your active template and emails it to the customer as a PDF attachment.
If you have BCC enabled, a copy of the same invoice is sent to your BCC email addresses.
When an order is updated (e.g., payment is completed or fulfillment changes), Invoice Falcon re-evaluates the order against your sending rules. If the order now matches (for example, it changed from "pending" to "paid" and you selected "Order is fully paid"), the invoice is generated and sent at that point.
Each automatic invoice is sent only once per order. If an invoice has already been sent for an order, Invoice Falcon will not send a duplicate even if the order is updated again.

Important: Automatic invoicing only applies to orders created after you installed Invoice Falcon. Orders that existed before the app was installed are not processed automatically.

Known Limitations

Only one status type can be selected at a time (Payment, Fulfillment, or Shipment) — you cannot combine multiple status conditions.
Automatic invoices are sent only once per order. If you need to resend, you must do so manually from the invoice detail page.
Orders created before the Invoice Falcon app was installed on your store are skipped and will not trigger automatic invoices.
Customer tag matching is case-sensitive — "VIP" and "vip" are treated as different tags.
If the customer's Shopify profile does not have an email address, the invoice cannot be delivered automatically.
The BCC / Self-copy email address field is required when BCC invoicing is enabled — leaving it empty will show a validation error when you try to save.
Automatic invoicing uses the currently active template. If you have multiple templates, make sure the correct one is set as active.

Troubleshooting

Symptom	Likely Cause	Fix
No invoices are being sent automatically	Automatic invoicing is not enabled or you are on the free plan	Verify the toggle shows Active with a green badge on the Settings page.
Invoice was not sent for a specific order	The order does not match your sending rules (wrong status or missing customer tag)	Check the order's payment/fulfillment/shipment status in Shopify Admin and compare it with your selected status filter. Verify customer tags match exactly.
Invoice was sent but customer did not receive it	Email went to spam or the customer's email address is incorrect	Ask the customer to check their spam/junk folder. Verify the customer's email in Shopify Admin.
Duplicate invoices were sent	This should not happen — Invoice Falcon prevents duplicates	Contact support with the order number. Automatic invoices are sent only once per order.
Old orders received an invoice after enabling	An order update (e.g., status change) triggered the invoice for a post-installation order	This is expected behavior — if an existing order's status changes to match your rules, the invoice is sent. Orders from before installation are always skipped.
BCC emails are not arriving	BCC invoicing is not enabled or the email field is empty	Enable BCC in the BCC / Self-copy section and enter at least one valid email address.
Save button shows an error	BCC is enabled but no email address is entered	Enter an email address in the BCC email field, then try saving again.

FAQs

Q: Can I send invoices only when orders are paid?
A: Yes. Select Payment status as your status type, then choose Order is fully paid from the dropdown. Invoices will only be sent after payment is completed.

Q: Will automatic invoicing work for orders placed before I installed Invoice Falcon?
A: No. Only orders created after the app was installed are eligible for automatic invoicing. Older orders are automatically skipped.

Q: Can I send automatic invoices to some customers and not others?
A: Yes. Use the customer tags fields in the sending rules section. Add tags like "wholesale" in the include field to only send to those customers, or add tags like "internal" in the exclude field to skip specific customers.

Q: Can I receive a copy of every automatic invoice for my records?
A: Yes. Enable the BCC / Self-copy feature on the same Settings page and enter your email address. You will receive a copy of every invoice sent to your customers.

Q: What happens if I disable automatic invoicing?
A: Invoices that have already been sent are not affected. Only future orders will stop receiving automatic invoice emails. You can still send invoices manually from the Invoices page.

Q: Can I use different templates for automatic invoices vs. manual ones?
A: No. Automatic invoicing uses your currently active template. All invoices — whether sent automatically or manually — use the same active template.

Q: Can I filter by both payment status and fulfillment status at the same time?
A: No. Only one status type can be active at a time. Choose the status type that is most important to your workflow. If you need more complex rules, contact support for guidance.

Updated on: 20/05/2026

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