# Invoices & payment details > How invoices are generated for your orders, what shows on them, and how to customise the wording and your pay-to details. Guide: https://sitesplaced.com/help/payments-and-orders/invoices · Section: Payments & Orders · Last reviewed: 2026-08-23 Every order in your dashboard can be turned into a clean PDF **invoice** with one click: open the order in the **Orders** tab and press **Invoice (PDF)**. The invoice lists the items, totals, your store details, and how the customer should pay you — pulled from your **Settings → Payments & invoices** page. It is generated on the spot in your browser, not emailed automatically, so you download it and share it however you like. This is especially handy for COD and bank-transfer orders, where the customer pays you directly. ## Download an invoice 1. From your store dashboard, open **Orders** and click the order. 2. Scroll to the bottom of the order drawer and click **Invoice (PDF)**. 3. A file named `Invoice-.pdf` downloads (for example `Invoice-MYSTORE-0012.pdf`). On a phone it lands in your browser's downloads. 4. Share it with the customer — the **WhatsApp** button at the top of the same drawer opens a chat with their number, or use the email link next to it. You can download the invoice as many times as you like. It always reflects the order **at that moment** — the status line changes as the order moves along, so a copy downloaded after delivery reads **COMPLETED / PAID** while one downloaded at placement reads **CONFIRMED** or **PENDING**. ## What's on an invoice - Your **store name** and contact details (the *From* section). - The customer's name and delivery address (the *Bill To* section). - The **items**, quantities, subtotal, shipping and total. - Your **payment details** — UPI ID and bank details from **Settings → Payments & invoices**. In more detail, from top to bottom: - **Header** — your store name in capitals on the left and the invoice title (default *INVOICE*) on the right. - **INVOICE NO.** — the order number (e.g. `ORD-A3X7K2`, or `MYSTORE-0012` if you set an **Order ID prefix** under Settings → Checkout), the order **DATE**, and the **STATUS**: PENDING, CONFIRMED, SHIPPED, OUT FOR DELIVERY, COMPLETED / PAID or CANCELLED. - **Bill To** — the customer's name, then their email and phone if they gave them, and the full delivery address including city, state and pincode. - **From** — your store name, with your **From description** underneath; if that is blank it falls back to your store's contact line. - **Items table** — #, ITEM, QTY, RATE and AMOUNT, with the variant (size, colour) printed under the product name. - **Totals** — Subtotal, Shipping (it reads *Shipping (Express)* if the customer chose express delivery, *Free* when your free-delivery rule applied, or your **Shipping value text** when the store has no shipping charges set), a separate **COD charge** line when one was applied, and the **TOTAL** in a black band. - **PAYMENT DETAILS** — UPI, Bank, A/C No, IFSC and Beneficiary, followed by your payment instructions in italics. This block is skipped entirely if none of those fields are filled in. - **NOTES** — the note the customer typed at checkout, if you show the Order Notes field. - **Footer** — your footer text (default *Thank you for your business.*) and the date the PDF was generated. > **Set your pay-to details first:** An invoice can only show where to pay if you've filled in your UPI ID and bank details. Add them under **Settings → Payments & invoices** — see [Set up payments](https://sitesplaced.com/help/md/payments-and-orders/payments-setup.md). ## Customise the wording You're in full control of the labels on your invoice. Open **Settings → Payments & invoices** and expand **Customise invoice wording** to change things like: - The **Invoice title** (e.g. *INVOICE* or *BILL*). - The **Bill To label** and **From label**, plus a short **From description** shown under your store name (e.g. *Questions? Message us on WhatsApp.*). - The **Subtotal label**, **Shipping label** and **Total label**. - The **Shipping value text** — what prints in the shipping row when no shipping charges are set (default *As discussed*). - The **Footer text** (e.g. *"Thank you for your business."*). Leave any field blank to use the sensible default. Press **Save** when you're done — your changes apply to every invoice your store generates from then on, including older orders you download again. > **Tip:** Add a **payment instructions** note in Settings → Payments & invoices (e.g. *"Pay via UPI and WhatsApp us the screenshot"*) so customers know exactly what to do after they receive the invoice. ## Good to know - **Amounts are locked to the order.** Item prices, the shipping fee and any COD charge are the ones charged at checkout, stored on the order — changing your shipping settings later does not rewrite old invoices. - **Currency** follows the order (normally your store currency from Settings → Store details). The number format follows your locale setting there too. - **Language and layout** are fixed: a black-and-white A4 document in English. Long item lists flow onto extra pages automatically. - **Cancelled orders** can still be downloaded — they print a red **CANCELLED** status, useful if a customer asks for a record. - **Express delivery** orders show *(Express)* in the shipping row so the customer sees what the extra charge was for — see [Shipping charges](https://sitesplaced.com/help/md/online-stores/shipping-charges.md). - **Customers don't get the PDF automatically.** Their confirmation email already lists items, totals and the payment method — and, on Bank Transfer / UPI orders, your UPI ID, bank details and payment instructions ([Order email notifications](https://sitesplaced.com/help/md/payments-and-orders/order-notifications.md)); send the invoice when they ask for one. ### Adding GST or tax wording There is no separate tax column on the invoice — the amounts are what the customer was charged. If you are GST-registered and want the invoice to carry it, put your GSTIN in the **From description** (e.g. *GSTIN 27AAAAA0000A1Z5*), note *prices inclusive of GST* in **Payment instructions** or the **Footer text**, and price your products inclusive of tax. The [GST calculator](https://sitesplaced.com/tools/gst-calculator) helps you work out the inclusive price. **Q: Do GST / tax fields show on the invoice?** Not as separate lines — the invoice reflects the amounts and shipping on the order. Use the From description, Payment instructions and Footer text fields for your GSTIN and tax wording (see above). If you need more than that, [contact support](https://sitesplaced.com/contact) and we'll point you in the right direction. **Q: Can I change my logo on the invoice?** The PDF is a clean black-and-white document that prints your **store name** as text — it doesn't include a logo image. To change the name, edit **Store name** under Settings → Store details (see [Store details](https://sitesplaced.com/help/md/online-stores/store-details.md)). Your logo still appears on the storefront and in emails per [Branding: logo, colours & fonts](https://sitesplaced.com/help/md/online-stores/branding-and-colours.md). **Q: Is the invoice emailed to the customer?** No. It's a download you trigger from the order. Customers get an automatic confirmation email with the order summary; send them the PDF on WhatsApp or email when they need a formal copy. **Q: Why does my invoice say As discussed for shipping?** Your store has no shipping charges set, and the order has no stored shipping fee, so the row shows your Shipping value text (default *As discussed*). Set a delivery charge under Settings → Shipping, or change the text under Customise invoice wording. **Q: Can I number invoices my own way?** The invoice number is the order number. Set an **Order ID prefix** and a starting number under Settings → Checkout → Order ID format to get sequential IDs like MYSTORE-0001 on new orders.