Invoices and credit notes
How documents are numbered, how refunds work, and how to take your accounting records with you.
Esta página aún no está traducida. Se muestra en inglés; todo lo que describe funciona igual en tu idioma.
Every paid order gets a PDF invoice in your shop's language, and every refund is a numbered credit note. Both come from the same per-year sequence.
Numbering
Invoices — for orders and for
subscription payments, which share one sequence —
are numbered per calendar year as YYYY-000123.
Under Settings → Legal & Compliance you can set where this year's numbering continues — only forward, never back. That is how you carry on a series from a previous system after moving to 10mShop.
What an invoice contains
Your logo, the shop name directly under it, the company name and address, and the VAT number — the tax number instead on a shop that charges no VAT. It is attached to the order confirmation email, downloadable by the customer in their account under Orders, and by you on the order detail page. The attachment is on by default: switching With invoice off on the order confirmation tab under Settings → Notifications sends the mail without it — the invoice is still issued.
A shop that charges VAT gets a VAT breakdown — net, rate and tax per rate. An export to or from Switzerland carries a line saying the delivery is VAT-free; a German shop that charges none can print the § 19 UStG small-business note instead. A company name and VAT ID the customer gave at checkout are printed under the address, and a delivery from an EU shop to a business in another EU country whose VAT ID the EU register confirmed carries the intra-Community-supply line (Art. 138 VAT Directive) in place of any VAT.
For invoices paid by transfer it also carries your bank details, the due date and the invoice number as the payment reference — or, for a Swiss or Liechtenstein IBAN, the Swiss QR-bill.
Bank details are frozen into the document when it is issued. Changing your account later never alters an invoice that already went out.
Credit notes
Refunds run as credit notes. On the order detail page you issue one over any amount up to what is left of the order — crediting one broken item out of five, for example — with an optional reason.
Stripe-paid orders
The amount is refunded to the customer in full out of your own Stripe balance.
If your balance cannot cover it right away, Stripe parks the refund as pending: no money has moved, so no credit note exists yet. The Documents card shows a notice saying the credit note will be issued and emailed automatically once Stripe executes it. The page reloads itself if that happens within a minute or so; a refund that waits days keeps the notice.
The order history logs the refund as initiated and later as completed or failed — a failed refund takes the amount back off the order.
Cash or pay-by-invoice orders
Only the document is issued. You transfer the money yourself, with the customer getting in touch with their bank details.
Every credit note is numbered from the same yearly sequence, references the original invoice, corrects the VAT proportionally, is emailed to the customer as a PDF, and is downloadable on the order detail page (Documents card) and in the customer's account.
Several partial credit notes per order are possible until the order total is reached. A partially credited order stays paid underneath and shows as Partially refunded — a state that comes from a credit note and cannot be set by hand.
A refund made directly in the Stripe dashboard creates no document automatically. The order page then offers issuing the missing credit note with one click — never for a refund that is merely pending.
The Invoices / Credit Notes tab
One row per document, with a type badge, the number (linking to the PDF; a credit note also names the invoice it corrects), the issue date, the customer and the order (both linked), the net amount, the VAT (the amount, with the rate or rates it applied beneath it — nothing beneath for a shop that charges no VAT), the gross amount, whether it was emailed, and a PDF button. A credit note is negative in all three amounts.
Search by number, customer or order number; a type filter; a date range; sortable columns; pagination; CSV export.
An order invoice travels with the order confirmation, so the "emailed" column points to the Orders tab for it.
Documents over subscription payments are on the subscriptions page's tab of the same name, not here.
Taking your records with you
On this tab only, an extra Export Documents (ZIP) button ("Export Belege" in German) sits left of the export button.
It downloads every invoice and credit note currently in the list — all
pages, the same filters — as one ZIP of the PDFs, named the way customers
download them (invoice-<number>.pdf, credit-note-<number>.pdf), plus a
journal.csv with one row per document.
At most 2000 documents per ZIP. For more, narrow the date range and export in parts.
Retention of your accounting records is your duty as the merchant — this is how you take them with you.