Manage & Configure Invoices
Learn how Pixalo automatically creates legally compliant PDF invoices (GoBD) for your orders, how invoicing for online payments differs from prepayment, and how to customize the letterhead layout.
Automated Invoicing Highlights
Invoice Workflow for Orders
An invoice is created at different times depending on the selected payment method to ensure tax-compliant documents:
Online Payment (Stripe/PayPal)
If customers pay directly in the checkout via credit card, Apple Pay, Google Pay, or PayPal, the transaction is considered completed immediately. The invoice is **generated instantly in the background**, attached as a PDF to the order confirmation, and sent to the customer.
Prepayment / Bank Transfer
If the customer selects "Prepayment", **no invoice is created yet** – the customer receives an order confirmation with your bank details. Only when you verify the payment and set the order status in the dashboard to **"Completed"** is the invoice generated and sent via email.
Tax Law Background
The delayed creation for prepayment prevents you from having to pay VAT for invoices that were ultimately never paid (e.g., if parents place an order but do not transfer the money).
Invoice Settings in Detail
Under **Settings → Invoice**, you define the mandatory legal information of your company, add your logo, and customize the number format.
Explanation of marked letterhead areas:
Invoice Prefix
The prefix that appears at the beginning of the invoice number (e.g., **`RE`** for invoice or **`INV`**).
Invoice Number Format (Security Lock)
Determines the layout of the invoice number (e.g., {PREFIX}-{YEAR}-{NUMBER}). To prevent errors, this field is locked. Unlocking it warns you of potential logical errors:
Security rules for number ranges:
- The placeholder {NUMBER} is mandatory so that the system can increment the numbers sequentially (e.g., 0001, 0002).
- Do **never** enter fixed year numbers like "2026" or static numbers, otherwise duplicate invoice numbers will be generated and invoicing will be blocked.
Credit Note Prefix & Credit Note Number Format
Corresponds to the same principle as for invoices. Defines the prefix (e.g., **`GS`** for credit note / invoice correction) and the number schema for refunds and cancellations.
Footer Text (Mandatory Legal Information)
Text line printed at the very bottom of the PDF invoice. Mandatory information such as your VAT identification number (VAT ID), the responsible tax office, tax numbers, bank details (IBAN, BIC), and contact details belong here.
Bank Information & Logo Upload
Enter your bank details for invoice documents. Use the logo upload to add your photography studio's logo, which will be displayed in the upper right header of the invoice documents.
Refunds & Credit Notes
In the next step, learn how the system applies credit notes to refunds or order cancellations and how to manage them.
Next: Manage Credit Notes