How To Print An Invoice From Woocommerce

How to Print an Invoice from WooCommerce: A Beginner’s Guide

So, you’ve set up your WooCommerce store, orders are rolling in, and now you need to print invoices for your customers. Don’t worry, you’re not alone! Many new WooCommerce store owners find themselves wondering how to easily create and print professional-looking invoices. This guide will walk you through the different methods, from basic to more advanced, in a way that’s easy to understand.

Imagine you’re selling handmade jewelry online. A customer buys a beautiful necklace for their anniversary. Providing them with a clear and professional invoice not only looks good but also makes it easier for them to track their purchase and manage their finances. It’s a sign of a legitimate and trustworthy business!

Why Provide Invoices?

Invoices are more than just receipts. They are essential business documents that serve several important purposes:

Record Keeping: You need them for accounting and tax purposes. A clear invoice is crucial for keeping your business finances organized.
Customer Service: Customers use them to track their orders, expenses, and for potential returns or warranties.
Professionalism: A well-designed invoice reflects positively on your brand.
Legal Requirement: In some countries, providing invoices is a legal requirement for certain types of transactions.

Method 1: The Manual Method (The Basic Approach)

The simplest way to get an invoice is to manually copy the order details from the WooCommerce order page and paste them into a document editor like Microsoft Word or Google Docs.

How to do it:

1. Navigate to Orders: In your WordPress dashboard, go to WooCommerce > Orders.

2. Select the Order: Click on the order you want to generate an invoice for.

3. Copy the Details: Carefully copy the order details:

Order Number
Customer Name and Address
Order Date
Items Purchased (Name, Quantity, Price)
Shipping Costs
Taxes
Total Amount

4. Paste into a Document: Open your preferred document editor and create a new document.

5. Format the Invoice: Structure the document like a typical invoice:

Your Business Name and Address (as the seller)
Customer’s Name and Address
Invoice Number (you can assign one, usually based on the order number)
Invoice Date (usually the order date)
Table with Items, Quantities, Prices, and Totals
Shipping and Tax details
Total Amount Due

6. Print: Save the document as a PDF and print Learn more about How To Add Payu In Woocommerce it.

Pros:

It’s free (uses tools you probably already have).
Requires no extra plugins.

Cons:

It’s time-consuming and prone to errors. Imagine doing this for 20 orders a day!
The invoice design is manual and might not look professional.
Not scalable as your business grows.

Method 2: Using WooCommerce Order Details for Print (Slightly Better)

WooCommerce provides a basic view of the order which you can print directly from the order page. This is a little less manual than creating an invoice from scratch.

How to do it:

1. Navigate to Orders: Same as before, go to WooCommerce > Orders.

2. Select the Order: Click on the order.

3. Print from Browser: Use your browser’s print function (usually Ctrl+P or Cmd+P) to print the page.

Pros:

Faster than manual creation in a document editor.
No extra plugins needed.

Cons:

The formatting is basic and often looks messy. Browser printing is rarely optimized for invoices.
Limited customization options.
May include unnecessary elements from the page that you don’t want on the invoice.

Method 3: Leveraging WooCommerce Invoice Plugins (The Recommended Way)

The most efficient and professional way to print WooCommerce invoices is by using dedicated plugins. These plugins automate the process, allowing you to generate, customize, and print invoices with ease.

Popular WooCommerce Invoice Plugins:

WooCommerce PDF Invoices & Packing Slips: A popular free option.
WooCommerce PDF Invoices & Packing Slips Professional: The premium version of the above, with more features.
YITH WooCommerce PDF Invoice and Shipping List: Another solid choice with a good balance of features and price.

Example: Using WooCommerce PDF Invoices & Packing Slips (Free Version)

This example demonstrates how to use the free “WooCommerce PDF Invoices & Packing Slips” plugin.

1. Install the Plugin:

In your WordPress dashboard, go to Plugins > Add New.
Search for “WooCommerce PDF Invoices & Packing Slips” and install it.
Activate the plugin.

2. Configure the Plugin:

Go to WooCommerce > PDF Invoices.
General Settings:
Enable/Disable: Enable PDF invoice generation.
Attach PDF to Emails: Choose which WooCommerce emails should include the invoice PDF (e.g., “Completed Order” email). This is a huge time saver because invoices are automatically sent to customers!
Sequential Order Numbers: Recommended for proper tracking and a professional look.
Company Name/Address/Logo: Add your business details to be displayed on the invoice. This is essential for branding!
Template:
Customize the invoice template design (basic options are available in the free version).

3. Generate and Print an Invoice:

Go to WooCommerce > Orders.
Select the order you want to generate an invoice for.
You should see a “PDF Invoice” button in the order actions.
Click the button to generate the PDF invoice.
You can then download and print the PDF.

Pros of using Invoice Plugins:

Automated Invoice Generation: Invoices are created automatically when an order is placed.
Professional-Looking Templates: Choose from pre-designed templates or customize your own.
Automatic Invoice Numbering: Ensures unique and sequential invoice numbers.
Customizable: Add your logo, company details, and other branding elements.
Downloadable PDFs: Invoices are saved as PDFs for easy sharing and printing.
Email Integration: Automatically attach invoices to order confirmation emails.
Time Saving: Significantly reduces the time spent on invoice creation.
Error Reduction: Automates the data population, reducing the risk of manual entry errors.

Cons of using Invoice Plugins:

May require a paid plugin for advanced customization or features.
Requires installation and configuration of the plugin.

Customizing Invoices Further (Advanced)

For developers and those comfortable with coding, you can further customize invoice templates using PHP code. This allows you to have complete control over the look and feel of your invoices.

Example (using the WooCommerce PDF Invoices & Packing Slips plugin – requires some PHP knowledge):

Many invoice plugins allow you to override their templates. The `WooCommerce PDF Invoices & Packing Slips` plugin, for example, lets you copy the default template files into your theme’s folder and then modify them.

1. Find the Template Files: The default template files are usually located within the plugin’s folder. Refer to the plugin’s documentation for the exact path.

2. Copy to Your Theme: Create a folder named `woocommerce/pdf/` in your active theme directory. Copy the desired template files (e.g., `invoice.php`) into this folder.

3. Modify the Template: Edit the copied `invoice.php` file using a text editor. You can use PHP code to:

Change the layout.
Add custom fields.
Modify the styling.

Example Code Snippet (Adding a custom field):

 <?php // In your woocommerce/pdf/invoice.php template file

// Get the order object

$order = wc_get_order( $this->order->get_id() );

// Get a custom field value (assuming the custom field key is ‘special_notes’)

$special_notes = get_post_meta( $order->get_id(), ‘special_notes’, true );

if ( ! empty( $special_notes ) ) {

Special Notes:

<?php

}

Explanation:

This code snippet retrieves the order object using `wc_get_order()`.
It then retrieves a custom field named `special_notes` from the order’s meta data using `get_post_meta()`. This is where you would have previously added that info to the order.
If the `special_notes` field has a value, it’s displayed on the invoice.

Important:

Backup Your Theme: Always back up your theme before making any code changes.
Child Theme: Use a child theme to prevent your changes from being overwritten when your parent theme is updated.
PHP Knowledge: This method requires a good understanding of PHP, HTML, and CSS.

Conclusion

Printing invoices from WooCommerce doesn’t have to be a headache. While manual methods are possible, using a dedicated invoice plugin offers the best combination of efficiency, professionalism, and scalability. Choose the method that best suits your needs and technical expertise. Remember, providing clear and professional invoices enhances your brand reputation and improves customer satisfaction! Good luck and happy selling!