If you want to run a successful online store, it’s a must to pay close attention to every single detail, from managing products to providing great customer service and, of course, handling invoices.
And if your store is in WooCommerce, then this platform normally allows you to manage many custom functions with it’s core features. However, can WooCommerce create invoices?
Well, standard WooCommerce PDF invoice templates give you a basic start, but they might not fully reflect your brand’s unique personality. Plus, they often lack all the essential information for a smooth customer experience.
Again, creating individual invoices for each customer with standard templates can be time-consuming and error prone as you have to go through each order one by one.
That’s where WooCommerce’s custom invoice templates come to the rescue. A custom PDF invoice template can make a big difference in your customers’ shopping journey at your store.
In this article, I’ll share why PDF invoices are so important and show you how to create a personalized invoice template for WooCommerce.
So, let’s dive in!
Best Plugins for WooCommerce PDF Invoices
Now, as Woocommerce default invoice templates lack many functionalities and eventually slow down your business as your order increases. Again, just one basic, normal template isn’t enough to promote your brand and create invoices with most customized features.
So, you’ve to play out of the basic settings of Woocommerce invoice.
But, is there a way to automate invoices?
You can automate invoices in WooCommerce using various plugins designed for this purpose. These plugins can smooth down the process by automatically generating and sending invoices to your customers.
And plugins give you a complete error free invoice, so you don’t have to worry about checking the invoices each time.
However, as there’re several plugins for this, choosing the right woocommerce invoice management plugin can be tricky.
Still, many Woocommerce experts and I personally use one of the best PDF invoice and Packing Slip for Woocommerce Challan.
Challan provides a dedicated admin panel menu and automatically attach invoices and packing slips to order confirmation emails. In fact, this plugin includes the most user friendly interface so that store owner’s can handle it without any technical expertise.
And what’s special?
Challan allows you to create not only invoices, but also packing slips, credit notes, and shipping labels, all for FREE.
Again, it supports adding crucial elements like company and client information, product lists, and prices, along with advanced customization options. You can easily include CSS and background images, signatures, and custom footer notes with just a click.
So, let’s find out how you can effortlessly create a Woocommerce custom PDF invoice with Challan.
How to generate and customize an invoice in WooCommerce?
As you know, Challan is a free plugin available in the WordPress repository that lets you automatically send PDF invoices, shipping labels, and packing slips.
One reputed software company Webappick has launched this Woocommerce PDF invoice plugin to handle all invoices with more personalized templates and customizations for maintaining your brand image with happy customers all for FREE.
This plugin also comes with a PRO version with more customization options and other unique features.
Now, with Challan, you can create and send your setup Woocommerce PDF invoicing system to your customers in just 3 steps:
- Install & activate Challan
- Customize Woocommerce invoice templates using Challan
- Attach WooCommerce invoice emails
Now, let’s go into the details and make customized Woocommerce invoice templates to reflect your brand’s personal image.
Step 1: Install & activate Challan
First, install and activate this FREE Challan plugin to your site. Just go to the Dashboard >> Plugins >> Add New Plugin.
Then, search for Challan, and simply install and activate it.
And, you’re done. Now, your store will create new custom invoices for every order.
So, let’s do some unique customization of your invoices with Challan to make them more personalized with your brand.
Step 2: Customize Woocommerce PDF invoice setup using Challan
It’s not like that, Challan won’t create any invoice itself if you don’t do any customization.
So, here is the auto generated invoice when you just install this plugin.
But, it’s too general, right?
To enhance your customer experience, you need to tailor this basic WooCommerce invoice template.
Both the free and pro versions of Challan let you to do your WooCommerce PDF invoice customization.
So, let’s see how to create a WooCommerce invoice template using the free version of Challan.
First, check out the left panel of your site and go to Challan >> Settings.
And once you click on it, all the invoice settings will be there to set up from language set up to bulk download.
Let’s customize them one by one.
1. Settings
First, when you’re there, the general settings tab will open. Simply toggle the option for Enable invoicing.
Then, select your document language and choose font family. As Challan offers multi language support, so it’s easier to select language internationally based on your buyer’s location.
Again, the font should be chosen according to your business type.
For example, if you’re running a electronics site, then pick a font that looks more professional and bold. But, if your store is about fashion, then keep the font more italic.
Now, you have to attach your invoices with emails. But, how do attach a PDF invoice to an email in WooCommerce?
Well, with CTX Feed it’s easier than ever. Just select which emails should automatically include customer invoices in your WooCommerce.
The free version of Challan supports attaching invoices to the following transactional emails:
- New Order
- Completed Order
- On Hold Order
- Processing Order
- Refunded Order
- Customer Invoice
Again, the pro version supports even more emails and also allows you to attach packing slips along with the WooCommerce invoices.
Once you’ve done, then hit on save changes and move to the invoice tab.
2. Invoice
Here, you can choose templates for the invoices of your Woocommerce. The free version of Challan offers just two premade template layouts.
One of the standout features of Challan is its premade template layouts. These stylish custom templates can instantly transform the look of your invoices and, importantly, catch your customers’ attention.
However, you can extensively edit these templates by adding CSS codes in the Invoice Template CSS section on the same page.
In the Challan free version, you have the option to choose from three different paper sizes: A4, A5, and Letter.
Challan’s order settings allow you to assign a serial number to WooCommerce custom invoices and set custom prefixes and suffixes.
For example, if you enter Prefix – ((year)) and the suffix – {{day}} and let’s say, your invoice number is 2.
Then, in the final invoice, it will show – Current year- 2- current date. E.g., 2022-2-23.
Toggle the “Display Payment Method” button to show the customer’s payment method on your invoices.
The “Add Order Meta” feature lets you include a variety of extra information on your invoices.
Again, Challan lets you add a product image along with product brands, color, and size. So, your customer can be assured that, they will get the exact product even if they’re not able to receive the parcel by themselves.
3. Seller & buyer
This is where you add your company details and personal notes for your WooCommerce custom invoice template.
A company logo is crucial for promoting your brand and enhancing its value. So, make sure to include your company’s contact information, such as a physical address, phone number, email address, etc.
You can also add personal notes and links in the footer section of your invoices.
For example, if you want to include a link to your terms and conditions page, you can use an HTML link tag. This clickable linked text will then appear on all of your invoices.
For example, if you want to link to your terms and conditions page, you can input <a href=” yourstore.com/terms”> Terms & Conditions </a> and all your invoices will display that text with a clickable link.
The Challan pro version offers additional features like setting the footer font size, displaying a footer line, and showing the customer’s shipping address.
4. Billing Address
Now, it’s time to set the billing address. It’s also simple. Just go to Woocommerce >> Orders and hit Add New.
A new order invoice will be there. Simply change the order status to processing.
Here, hit on the tiny pen icon to change the billing address for your customer.
Now, it’s time to add some products to this order. Scroll down to the item section, click on the “Add Items” button, and then select “Add Products” to include products in the order.
Now, click “Create” in the right panel to finish the process. Your store will automatically generate a WooCommerce invoice and attach it to the new order email.
It’s professional, with all the necessary details your customer ever needs.
Step 3: Bulk download invoices from Woocommerce Now, you’ve the most clear, professional, woocommerce invoice which is ready to satisfy your customer and reflect your brand image as well.
Moreover, as a woocommerce owner, when you’ve to calculate your monthly or yearly revenue, it’s a must to go through all of your invoices for a centein period. And then, the first thing you need is all of the pdf invoices at once.
But, how to download an invoice from WooCommerce?
And that’s where again CTX Feed comes with it’s excellent feature that is bulk download invoices from your WooCommerce store.
Simply go to the Bulk download from the left panel. Then, just select the dates in between you want the invoices. You can also choose order status like pending, on hold, or canceled orders of your need.
Again, you can pick one payment gateway to get invoices for more specific task.
Customize WOocommerce PDF invoices with Challan pro:
In this full process, I try to do all the invoice template creation with the free version. And if you’re just starting your business, then it’ll be enough for you.
But, if you’re dealing with millions of customers in your store, then I’d highly recommend you use the pro version of Challan to make your invoice easier to manage.
Let’s find out what you can do with Challan Pro. And, surely it’ll be a complete game changer for your business.
More invoice templates
Now, there are dedicated tabs for invoice templates, packing slips, and shipping labels.
Let’s take a quick look at the general settings tab. You can now display barcodes and QR codes in the PDF invoice.
You can let your customers directly land to their product with the codes to check if they’re getting the right product.
Custom Paid stamp
Again, in the Invoice tab, you can customize the paper size and display “Paid” stamp signs on your invoices. Additionally, you can upload your own stamp image besides using the default ones.
Static Files
Again, another great feature of Challan Pro is the ability to attach static files.
In this section, you can attach up to three files, such as terms and conditions pages. Challan will then attach these files to the invoices when WooCommerce automatically sends customer invoices.
Brand signature section
Challan pro offers a new addition to the pro version is the Signature section. This feature allows you to upload and display your signature or an authorized person’s signature on the WooCommerce custom invoice template.
Display tax & fees
If you sell internationally, then you’ve to definitely deals with taxes in regular basis. Again, sometimes your customers don’t know the exact tax rate that they have to pay while buying.
And, when you charge the extra amount for tax and don’t mention it, there can be a misunderstanding with your buyers.
However, with Challan Pro, you can also show VAT, discount amount, tax, SSN, and bank account details in your invoices.
And, here comes the final and customized form of your WooCommerce invoice.
How can you enhance your Brand value with personalized Woocommerce PDF invoices?
Enhancing your brand value with personalized WooCommerce PDF invoices is crucial for creating a professional and satisfied customer experience. Here are four practical points on what customers look for in an invoice and how Challan addresses these needs:
Comprehensive and Clear Product Details
Though all invoices include product’s details, but hardly they consider the brand, size and color in the description. For example, if someone bought a medium size red color shirt, but the invoice only mark it as “shirt”.
And that time, your buyers get confused if they’ll receive the product with right color and size or not.
However, Challan makes sure to include all the information your customer want by enabling product details like exact variant, size, even with the product image in your invoices. This ensures that your customers are getting the right products.
Personalization Customer address:
Personal touches always make customers feel valued and appreciated. But making your customer feel that they are special to you isn’t a big thing to do.
While normal invoices contain the customer’s name, address, purchase details, you can make your invoices with more personal touch.
For example, if you send a personalized messages or thank you notes to your buyers, it can significantly enhance their satisfaction and loyalty.
Again, Challan facilitates this feature by allowing you to personalize invoices with customer details and add thank you notes or personalized messages and include digital signatures for an added personal touch and increased authenticity.
Detailed Payment Information
When your customers purchase something, the main thing they care about is the clear and detailed payment information, including the breakdown of costs, taxes, and the total amount due. If your buyers get hidden tax costs, there’ll be hardly any possibility of repeat purchases.
Challan offers options to include all payment details in the invoice. You can clearly display itemized costs, tax amounts, and the total payment required. This ensures that your customers have a complete understanding of their financial transactions.
Professional Design and Branding
Lastly, customers expect a clean, professional, and well-organized invoice that reflects the brand’s identity, as this reassures them they are dealing with a reputable company.
Challan allows you to create custom invoice templates that align with your brand’s colors, fonts, and overall design aesthetics. You can prominently feature custom elements to ensure a consistent and polished brand image across all customer communications.
Warp Up:
Creating WooCommerce PDF invoices with Challan makes your business look more professional and simplifies your order management. Challan has an easy-to-use interface and offers many customization options, allowing you to automatically generate and attach invoices. Its features include some personalized templates, and the ability to add extra documents, making it a great tool for any online store. So, when you make your very own customized invoice template for WooCommerce, make sure you’re using features that reflects your brand image perfectly.