Fakturownia IntegratorBY NETKODO · FOR SHOPIFY

Detailed product guideFrom Shopify order to Fakturownia document - on rules you choose.

Fakturownia Integrator connects your Shopify store with Fakturownia, then automates invoice work around the way your business actually operates. This guide explains what you can configure, what happens to an order, and where your team stays in control - without technical implementation details.

Start with setup

Overview

A short setup creates a dependable invoicing workflow.

The app keeps the day-to-day experience simple: connect Fakturownia, choose your rules, and let Shopify order events trigger the right document. Behind the scenes, it keeps the information from your order, payment and customer details together so your team does not have to recreate it manually.

Where do you work?

Inside Shopify

Configure the app, open invoice links and handle exceptions from the Shopify environment your team already uses.

When does it work?

At the right order event

Choose whether an order should produce a document when it is created, paid or fulfilled.

Where do documents live?

In Fakturownia

Your chosen Fakturownia department issues the document, while Shopify remains a convenient place to find it.

The complete journey

How an order moves through the app.

This is the practical order expressed from the merchant’s point of view.

  1. Install
  2. Connect
  3. Configure
  4. Order event
  5. Document created
  6. Find it in Shopify
Installing Fakturownia Integrator in Shopify, with an arrow pointing to the Install button.

Configuration

Set the rules once, then let the app apply them consistently.

Each setting answers a practical question: which account should issue the document, when should it be created, which customer type does the rule apply to, and what should happen afterwards?

01 · Connect

Link your Fakturownia account

Enter the account details requested by the app and confirm the connection. The app then makes your Fakturownia departments available for invoice configuration.

Fakturownia account connection settings with Account name and API token fields.

02 · Choose timing

Select document triggers

Choose whether each document type should be issued when an order is created, while it is still unpaid, when payment is confirmed, after fulfilment, or only manually. You can also choose not to automate a particular document type. For each trigger, you can also choose whether the customer should receive the document by email and, where enabled, whether it should be sent through KSeF.

Expanded Invoice dropdown showing the available document creation triggers.
Options to email the document to the customer and send it to KSeF.

03 · Define options

Set document preferences

Select a default department and configure details such as comments, document numbering, quantity units, email delivery, cancellation and refund handling.

Document preferences, including department selection, cancellation, refunds and document numbering.

04 · Add advanced rules

Use optional market and VAT controls

For international stores, new features can add routing and more detailed VAT decisions after your core workflow is in place.

Shopify app menu with arrows pointing to Taxonomy and Market routing.

Company and consumer orders

Use different rules for B2B and B2C without splitting your workflow.

The app can distinguish company orders from consumer orders using the invoice information collected with the order, including the customer’s tax ID when it is provided. That lets you choose different document timing and behaviour for each group.

Collect invoice details early

The checkout flow can capture a customer’s request for an invoice and their tax identification number, so company information is available when the order is processed.

Apply B2B or B2C rules

Set separate document rules for business and consumer customers rather than relying on a single, inflexible invoice policy.

Separate document trigger settings for personal and company orders.

Support POS workflows

If your store also sells through Shopify POS, you can set a dedicated document type for POS orders, separately for company and consumer customers where needed.

Document type selection for Shopify POS personal orders.

Automatic processing

The app follows the event you selected and keeps the result visible.

Once configured, the app monitors the ordinary changes in an order’s journey. It uses the trigger you selected, avoids issuing the same document twice, and keeps the resulting invoice connected to the Shopify order. After creation, the app marks the order as invoiced and keeps a direct invoice link with the Shopify order, so your team can find the document quickly.

What changes in Shopify?What can you ask the app to do?Why is it useful?
An order is createdCreate the chosen document immediately, including for eligible draft orders. If automatic WZ creation is enabled, create a WZ alongside invoices issued through the app’s supported workflows.Useful when your process starts as soon as a customer places an order and you want the stock document created alongside it.
An order is paidIssue the document at payment confirmation and keep payment information aligned with the document workflow.Useful when paid status is the key financial milestone.
An order is fulfilledIssue the document after fulfilment or completion.Useful when dispatch or delivery is the operational trigger.
An order is cancelledApply your configured cancellation behaviour to the related document process. If refund PZ is enabled for the relevant document type, create a PZ for returned items.Helps your team handle cancellations and stock returns consistently.
A refund is createdApply the refund settings: create a correction where configured and, when enabled, create a PZ for the applicable invoice or receipt.Keeps refund and returned-stock workflows connected to the original sale.

What goes into a document

Your invoice is built from the order information you already have.

The app uses the relevant Shopify order details and the preferences you have set to prepare a document in Fakturownia. The goal is to reduce duplicate data entry while retaining control over the business details that matter.

Buyer and delivery details

Buyer information, tax ID and delivery details are used where appropriate, including situations where the billing and delivery addresses differ.

Products, shipping and discounts

Order lines, delivery and applicable discounts carry through to the document, together with the currencies and payment terms relevant to the order.

Seller details from the right department

The selected Fakturownia department supplies the seller-side information for the document.

Automatic-document exclusions

Add customer email addresses that should be skipped by automatic document creation. This prevents the document from being created automatically; it does not simply turn off the customer email. Your team can still create a document manually.

Order tags

Choose the Shopify order tag the app adds after creating an invoice, so your team can identify processed orders in Shopify.

Follow-up actions you choose

Depending on your configuration, the document can be emailed to the customer and included in your preferred compliance workflow, such as KSeF where enabled.

VAT decisions

Use a clear order of VAT rules for more predictable documents.

For everyday stores, Shopify order tax information supports the document workflow. For more complex circumstances, the app can use stronger merchant-defined VAT rules first. This helps international stores keep control without changing their normal order process.

  1. VAT-exempt setting. If the business is configured as VAT-exempt, the document follows that setting and can include the relevant exemption reason.

  2. Regional VAT rule. When Market Routing includes a VAT rule for a relevant region, that explicit rule can be used for the order.

  3. Country and product-category mapping. With the VAT Extension enabled, you can define rates for the combination of sales country and Shopify product category.

  4. Order tax details. When no stronger rule has been set, the app uses the tax information available in the Shopify order.

Shopify Admin actions

Automation for routine work, simple actions for the exceptions.

Your team does not have to leave Shopify every time an order needs attention. The app keeps useful document actions close to the order, while still applying the same configuration choices you made for the store.

View the invoice link

Open the document associated with an order from Shopify Admin.

Create one invoice manually

Handle an individual order outside the automatic trigger when a member of your team needs to intervene.

Create invoices in bulk

Process multiple selected orders together when a group needs attention.

Create an invoice for a receipt

From the app’s recent documents, choose an existing receipt, enter the buyer’s NIP, and decide whether to email the invoice or send it to KSeF. The new invoice is linked to the source receipt, and the action is unavailable once an invoice has already been created for it.

Create PZ or WZ documents

Use the order actions to create a goods-receipt (PZ) or goods-issue (WZ) document for an order. You can also select several orders and queue PZ or WZ documents in bulk.

Reissue an order

Use a practical recovery action for an order that was not previously processed as expected.

Warehouse documents

Keep stock documents close to the order workflow.

Fakturownia Integrator can create PZ (goods-receipt) and WZ (goods-issue) warehouse documents from Shopify order items.

Warehouse documents PZ i WZ

Manual and bulk creation

Create a PZ or WZ for an individual order, selecting the relevant items and quantities. For a batch, select multiple orders and queue the same document type for each order. The bulk action uses all valid items in each selected order.

Automatic WZ

Enable automatic WZ creation in the app settings to create a WZ with an automatically generated invoice workflow. Select the warehouse first. WZ line items require each Shopify SKU to match one unique Fakturownia product code; review skipped or unmatched items in the integration logs.

Receipt invoices

Create an invoice from an existing receipt.

When an order already has a receipt document in Fakturownia, your team can create the related invoice from the app’s dashboard or documents list.

Invoice from an existing receipt
Formularz wystawiania faktury do paragonu

How it works:

Open the receipt in the app, choose the invoice action, enter the buyer’s NIP, then choose whether the invoice should be emailed and/or sent to KSeF. The app links the invoice to the source receipt and prevents creating a second invoice from the same receipt.

Monitoring and troubleshooting

Check integration logs when a document is missing.

The integration log records relevant warnings, errors and critical events from Shopify and Fakturownia, including the affected operation and Shopify order ID where available. Use the provider and severity filters to narrow down what happened.

Integration logs Shopify i Fakturownia

Extensions for international stores

Market Routing and VAT Extension add a second level of control.

These new features build on the core invoicing workflow. They are designed for businesses that need more control across markets, regions, departments and product categories. Contact Netkodo to discuss access.

Market Routing · New

Route documents to the right place

Make your Shopify Markets setup more useful to finance operations.

  • Map a market or region to the appropriate Fakturownia department.
  • Block invoice creation for markets or regions where it should not occur.
  • Turn off customer invoice emails for selected locations.
  • Apply a region-specific VAT rate where your routing rules require it.
  • Use regional routing rules without changing the rest of the store’s workflow.
Market Routing settings for assigning Fakturownia departments and invoice rules to Shopify regions.
VAT Extension · New

Set VAT rules by country and category

Make cross-border tax handling more predictable for the products you sell.

  • Define VAT rates by country and Shopify product category.
  • Use the configuration to support consistent product and shipping treatment.
  • Keep clearly defined VAT decisions ahead of ordinary order tax data.
  • Reduce routine corrections as your catalogue and markets grow.
VAT Extension settings for assigning VAT rates by country and Shopify product category.

Questions

The essentials before you start.

Can I decide when an invoice is issued?

Yes. You can configure document timing around order creation, payment, fulfilment or a manual workflow.

Can I create an invoice from a receipt?

Yes. From the app’s dashboard or documents list, select a receipt, enter the buyer’s NIP and choose whether to email the invoice and/or send it to KSeF. The app links it to the receipt and prevents a duplicate invoice.

Can I create PZ and WZ warehouse documents?

Yes. Create them for an individual order or in bulk for selected orders. Automatic WZ creation is also available when enabled. WZ items require a unique match between the Shopify SKU and a Fakturownia product code.

Does the app support both business and consumer customers?

Yes. It can apply separate rules for company and consumer orders, using the invoice details available with the order.

What happens to a refund or cancelled order?

Configure whether the app should create a correction and whether to create PZ documents for all documents, receipts only or invoices only. Select a warehouse for the PZ workflow.

Where can my team find a document after it is issued?

The invoice remains connected to the relevant Shopify order, giving your team a direct route to it while working in Shopify Admin.

Where can I check why an automatic document was skipped or failed?

Open Integration Logs in the app and filter by provider and severity. Entries are retained for 90 days.

Is there an invoice limit on the free plan?

The free plan includes 3 invoices per billing period. The limit applies to both automatic workflows and invoices created manually from Shopify. The dashboard shows your current usage.

Are the multi-market features included in the normal setup?

Market Routing and VAT Extension are new features. Contact Netkodo if you would like to explore whether they suit your store.

Tutorial

Next step

Build a workflow that matches your store.

Install Fakturownia Integrator to connect Shopify and Fakturownia, then start with your core document rules. If you need help with a complex B2B, POS or international setup, the Netkodo team can discuss the right approach.

Open Fakturownia Integrator