{"id":5980,"date":"2025-01-14T11:40:17","date_gmt":"2025-01-14T11:40:17","guid":{"rendered":"https:\/\/www.names.co.uk\/support\/?post_type=ht_kb&#038;p=5980"},"modified":"2025-01-14T11:40:17","modified_gmt":"2025-01-14T11:40:17","slug":"how-to-set-up-automatic-invoicing","status":"publish","type":"ht_kb","link":"https:\/\/www.names.co.uk\/support\/articles\/how-to-set-up-automatic-invoicing\/","title":{"rendered":"How to Set Up Automatic Invoicing"},"content":{"rendered":"\n<div class=\"wp-block-nco-info-block\"><p class=\"nco-info-block-content\"><strong>Info:<\/strong> This article applies to Website Builder purchases made after 14<sup>th<\/sup> January 2025. For further assistance, please contact our support team.<\/p><\/div>\n\n\n\n<p>In this article, you will find information about the <strong>automatic invoice creation<\/strong> feature, including how to set up automatic sending, configure invoice numbering, and customize the invoice content.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-nco-caution-block\"><p class=\"nco-caution-block-content\">This is a premium feature only, so if you don&#8217;t have access to this but would like to, please upgrade your website through your Online Control Panel or contact our Sales team on <strong>0345 363 3632<\/strong>.<\/p><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Getting Started<\/h2>\n\n\n\n<p>To get started, you first need to log into the web builder through your Online Control Panel. Unsure how to do so? Follow our guide <a href=\"https:\/\/www.names.co.uk\/support\/articles\/how-to-access-your-control-panel\/\">HERE<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step One<\/h2>\n\n\n\n<p>The ideal first step is to set the data about the Online Store owner. In the administration of your project, select <strong>Store Settings<\/strong> &lt; <strong>Contact information<\/strong>.&nbsp;<\/p>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"759\" src=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-172-1024x759.png\" alt=\"\" class=\"wp-image-5981\" srcset=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-172-1024x759.png 1024w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-172-300x222.png 300w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-172-768x570.png 768w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-172-50x37.png 50w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-172.png 1064w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Step Two<\/h2>\n\n\n\n<p>Enter your company information here; this data will be displayed on the invoice under the <strong>Provider<\/strong> section.&nbsp;<\/p>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"724\" height=\"890\" src=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-173.png\" alt=\"\" class=\"wp-image-5982\" srcset=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-173.png 724w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-173-244x300.png 244w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-173-41x50.png 41w\" sizes=\"auto, (max-width: 724px) 100vw, 724px\" \/><\/figure>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Step Three<\/h2>\n\n\n\n<p>To set up the automatic creation of invoices, go to your administration of your project and select <strong>Store settings <\/strong>&lt;<strong> Invoices<\/strong>.&nbsp;<\/p>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"759\" src=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-174-1024x759.png\" alt=\"\" class=\"wp-image-5983\" srcset=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-174-1024x759.png 1024w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-174-300x222.png 300w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-174-768x570.png 768w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-174-50x37.png 50w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-174.png 1064w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Step Four<\/h2>\n\n\n\n<p>In this section, you can configure individual invoice properties.&nbsp;<\/p>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"862\" src=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-175.png\" alt=\"\" class=\"wp-image-5984\" srcset=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-175.png 720w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-175-251x300.png 251w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-175-42x50.png 42w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/figure>\n\n\n\n<div class=\"wp-block-nco-advice-block\"><p class=\"nco-advice-block-content\"><strong>TIP:<\/strong> The invoice is always sent to the customer in the language in which the order was placed. This also applies when you manually send the invoice from the Orders section. However, if you download the invoice to your computer, it will be in the project&#8217;s default language.\u00a0<\/p><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><em>Options for Setting Up Automatic Invoicing<\/em><\/h2>\n\n\n\n<p><strong>General settings<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Automatic Invoicing:<\/strong>&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>You can enable or disable the automatic invoicing feature here. When turned off, invoices will not be generated, and order management will not include any invoice-related details. If you are using an external system to create invoices, it is recommended to keep this feature turned off.&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Invoices sending:<\/strong>&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>You can enable or disable the automatic sending of invoices to e-shop customers here. When enabled, the invoice will be automatically sent once the order is marked as paid.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-nco-caution-block\"><p class=\"nco-caution-block-content\"><strong>IMPORTANT<\/strong>: For card payments, the order is paid immediately after creation, and the invoice is generated and sent right away. For other payment methods, such as bank transfer, the invoice is only sent once you mark the order as paid.\u00a0<\/p><\/div>\n\n\n\n<p>If the function is disabled, it is possible to send an invoice to the user by only using the button in the order details.&nbsp;<\/p>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"288\" height=\"154\" src=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-176.png\" alt=\"\" class=\"wp-image-5986\" srcset=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-176.png 288w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-176-50x27.png 50w\" sizes=\"auto, (max-width: 288px) 100vw, 288px\" \/><\/figure>\n\n\n\n<div class=\"wp-block-nco-advice-block\"><p class=\"nco-advice-block-content\"><strong>TIP<\/strong>: When using <strong>Automatic<\/strong> sending, a PDF file will be attached to the <strong>Payment Order<\/strong> email. For <strong>Manual<\/strong> invoice sending, you can customize the email, and it will include the PDF file.\u00a0<\/p><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><em>Numbering<\/em><\/h2>\n\n\n\n<p><strong>Prefix<\/strong>&nbsp;<\/p>\n\n\n\n<p>In this section, you can define the format for invoice numbering. You can use any combination of numbers or letters (except special characters like commas or periods), and you can also include a constant for automatic date entry.&nbsp;<\/p>\n\n\n\n<p>The only special character allowed is &#8220;%&#8221;, which is used to insert constants. Available constants are:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>% YY %% MM %% DD%&nbsp;&nbsp; Displays the full current date (e.g., 14.09.2024 would appear as 210914).&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>%<\/strong>YYYY<strong>%<\/strong>: Displays the current year (e.g., 2024).&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>%<\/strong>YY<strong>%<\/strong>: Displays the abbreviated year (e.g., 2024 would appear as 24).&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>%<\/strong>MM<strong>%<\/strong>: Displays the current month (e.g., September would appear as 09).&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>%<\/strong>DD<strong>%<\/strong>: Displays the current day (e.g., the 5th day of the month would appear as 05).&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Minimal Character Count<\/strong>&nbsp;<\/p>\n\n\n\n<p>In this section, you can set the required length for the numeric code used in the invoice name. The total length of the invoice numbering, including both manually entered letters or numbers and constants, cannot exceed 12 characters.&nbsp;<\/p>\n\n\n\n<p><strong>Start From<\/strong>&nbsp;<\/p>\n\n\n\n<p>This section allows you to set the starting number for invoice numbering. By default, the numbering begins at 1. We generally recommend leaving this value unchanged. However, if you&#8217;ve previously created invoices (for example, in another system) and wish to continue numbering in our system, you can adjust the starting number accordingly.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-nco-caution-block\"><p class=\"nco-caution-block-content\"><strong>IMPORTANT<\/strong>: Invoice numbering is automatically reset based on the constants you&#8217;ve set. If only the year constant is used, numbering will reset at the start of each year. If the month constant is also set, numbering will reset at the beginning of each month. If the day constant is included, the numbering will reset daily.\u00a0<\/p><\/div>\n\n\n\n<p><strong>Preview the Next Invoice Number<\/strong>&nbsp;<\/p>\n\n\n\n<p>This section displays a preview of the upcoming invoice number based on the current settings. This format will automatically be used for invoices generated in the system.&nbsp;<\/p>\n\n\n\n<p><strong>Example of Numbering Settings<\/strong>&nbsp;<\/p>\n\n\n\n<p>For instance, if you enter &#8220;XY%MM%%YY%&#8221; in the Prefix, the invoice number will start with the letters &#8220;XY&#8221;, followed by the current month and an abbreviated form of the year. Set the<strong><em> <\/em><\/strong><em>Minimum Number of Characters<\/em> to 12 and specify the <em>Start From<\/em> value as 15 (e.g., because 14 invoices were already created in another system). The resulting invoice number will be formatted as &#8220;XY062100015&#8221;.&nbsp;<\/p>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><em>Invoice Contents<\/em><\/h2>\n\n\n\n<p><strong>Upper Text<\/strong>&nbsp;<\/p>\n\n\n\n<p>This section allows you to set the text that will appear at the top of the invoice.&nbsp;<\/p>\n\n\n\n<p><strong>Bottom Text<\/strong>&nbsp;<\/p>\n\n\n\n<p>Here, you can enter the text that will be displayed at the bottom of the invoice.&nbsp;<\/p>\n\n\n\n<p><strong>Example of an Automatically Created Invoice<\/strong>&nbsp;<\/p>\n\n\n\n<ol start=\"1\" class=\"wp-block-list\">\n<li><strong>Invoice Number (Name):<\/strong> This is generated based on the settings in the Numbering section.&nbsp;<\/li>\n<\/ol>\n\n\n\n<ol start=\"2\" class=\"wp-block-list\">\n<li><strong>Shop Owner Information:<\/strong> Displayed from the Contact Information section.&nbsp;<\/li>\n<\/ol>\n\n\n\n<ol start=\"3\" class=\"wp-block-list\">\n<li><strong>Upper Text<\/strong>&nbsp;<\/li>\n<\/ol>\n\n\n\n<ol start=\"4\" class=\"wp-block-list\">\n<li><strong>Bottom Text<\/strong>&nbsp;<\/li>\n<\/ol>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"789\" height=\"732\" src=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-177.png\" alt=\"\" class=\"wp-image-5987\" srcset=\"https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-177.png 789w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-177-300x278.png 300w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-177-768x713.png 768w, https:\/\/www.names.co.uk\/support\/wp-content\/uploads\/2024\/12\/image-177-50x46.png 50w\" sizes=\"auto, (max-width: 789px) 100vw, 789px\" \/><\/figure>\n\n\n\n<div style=\"height:1px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p>If you have any further questions, simply&nbsp;<strong><a href=\"https:\/\/admin.names.co.uk\/tech_support\/tracking\/add.php\">raise a support request<\/a><\/strong>&nbsp;from within your Online Control Panel or call us on&nbsp;<strong>0345 363 3634<\/strong>. Our Support team are here to help and ready to assist you with your enquiry.<\/p>\n\n\n\n<p>For assistance raising a support request please follow the following&nbsp;<strong><a href=\"https:\/\/www.names.co.uk\/support\/articles\/how-to-open-a-support-enquiry\/\">guide<\/a>.<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In this article, you will find information about the automatic invoice creation feature, including how to set up automatic sending, configure invoice numbering, and customize the invoice content.&nbsp; Getting Started To get started, you first need to log into the web builder through your Online Control Panel. Unsure how to do so? Follow our guide [&hellip;]<\/p>\n","protected":false},"author":28,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[268,276,154],"ht-kb-tag":[153,257],"class_list":["post-5980","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-e-commerce","ht_kb_category-special-features","ht_kb_category-website-builder","ht_kb_tag-website-builder","ht_kb_tag-xsw"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Set Up Automatic Invoicing - Support Centre - names.co.uk<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.names.co.uk\/support\/articles\/how-to-set-up-automatic-invoicing\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Set Up Automatic Invoicing - Support Centre - names.co.uk\" \/>\n<meta property=\"og:description\" content=\"In this article, you will find information about the automatic invoice creation feature, including how to set up automatic sending, configure invoice numbering, and customize the invoice content.&nbsp; Getting Started To get started, you first need to log into the web builder through your Online Control Panel. 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Unsure how to do so? 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