Pixalo Logo
Start

Invoices

Pixalo writes an invoice automatically for every paid order. Sequential number, your logo, your company data, as PDF to the customer. You set it up once.

1

How invoices are created

An invoice is created as soon as an order is completed. Not earlier.

Online payment

Stripe or PayPal report the payment, the order is completed, the invoice is created immediately and sent by email.

Bank transfer and cash

You confirm the payment with “Mark as completed”. Then the invoice is created.

Sequential number

One counter per year, without gaps. Credit notes have their own counter. A number once assigned is never reused.

Immutable

Invoices and credit notes are locked after creation and kept for ten years. Orders with an invoice can only be archived, not deleted.

2

The invoice list

Under Orders → Invoices you see all invoices with number, customer, order, date, amount and status.

Invoice list with status filter and table with details and PDF
  1. 1Status filter: draft, sent, paid, overdue.
  2. 2Table: Details opens the invoice, PDF downloads it.

Status

Paid: the normal case, the order was paid when created. Draft: created, not yet sent, “Send” sends it. Sent: with the customer by email.

3

The invoice in detail

Customer information, invoice items with quantity, unit price and VAT, invoice total and dates. From here to the order and back.

Invoice detail with customer information, invoice items and invoice total
4

Invoice settings

Under Settings → Invoice. At the top a preview with your company data, below the settings.

Invoice settings with header preview, prefix, number format, credit note prefix and payment term
  1. 1Preview of the invoice header. Change company data in the Company tab.
  2. 2Invoice prefix, default INV.
  3. 3Invoice number format with placeholders PREFIX, YEAR, NUMBER. Locked on purpose.
  4. 4Credit note prefix, default CN, and its own format.
  5. 5Default payment term in days, default 14.

Number format

Default INV-2026-0001. The format is locked because a change mid-year breaks the number range. “Unlock format” asks for confirmation. Best set before the first invoice.

Credit note title

Invoice correction or credit note. Defines the heading on the PDF. In Germany invoice correction is the usual term.

Logo and footer

Invoice logo as PNG or JPG up to 5 MB. Footer text for notes like payment terms. Bank information for the invoice footer.

Invoice language

Follows your shop's default language. Change under Settings → Language.

5

Tax and small business

Under Settings → Currency & tax: currency, prices including VAT, small business rule and the tax rates per sales country.

Currency & tax with small business rule and countries & taxes

Small business rule

Switched on, no VAT appears on invoices but the legal note by country: § 19 UStG in Germany, § 6 UStG in Austria, KOR in the Netherlands.

Countries & taxes

One tax rate per sales country. The rate applies to all products of the country and is shown on invoices. One country is the default.

Invoices running. And when something goes back?

Credit notes come from refunds, automatically and with their own number.

Next: credit notes