Frequently Asked Questions

Yes. Set up an automated schedule and your accountant will receive all invoices monthly, quarterly or yearly as a ZIP file via email – sorted by year and month with a manifest, the way a firm can file them. Posting and reviewing the documents stays with your firm.

Your invoice data and the PDFs sit exclusively in Germany, on servers of Hetzner Online GmbH. For error monitoring we use Sentry with EU hosting. Google Analytics and the Meta pixel run on this website only – not inside the Shopify app where your invoices are created. Every service we use and its legal basis is set out in our privacy policy.

You have two options: (1) Your own SMTP server – emails come from your domain. (2) Our whitelabel service – easy setup without technical configuration. Both options send invoices automatically after payment.

Yes – for the documents created in the app. As long as the app is installed and an active subscription exists, Easy Invoices stores all invoices immutably for 10 years – longer than the 8 years § 147 AO requires for vouchers – logs every change, and does not let an issued invoice be altered afterwards. Whether your bookkeeping as a whole is GoBD-compliant also depends on processes outside the app – procedural documentation and documents from other systems. Review that with your tax adviser.

Easy Invoices automatically generates invoices for every order from your online store and the Shop app that lands cleanly in your Shopify order list.

Shopify POS: in-person sales are deliberately not invoiced. The customer already receives the POS receipt at the till, and Shopify does not reliably transmit all the data an invoice needs for these sales. You can keep using POS – the app skips POS orders and processes every other order as usual.

TikTok Shop: for TikTok Shop orders, Shopify currently does not reliably transmit all the data we need for a GoBD-compliant invoice. We deliberately avoid a workaround to keep you safe in a tax audit. Invoices for TikTok orders have to be created outside the app for now.

Amazon and other external channels: Amazon orders do not run natively through Shopify and are therefore not processed automatically at the moment. A direct connection to TikTok Shop, Amazon and further channels is firmly on our roadmap – we cannot name a date yet.

Yes. Easy Invoices uses its own continuous invoice number cycle, independent of the Shopify order number – this is required for GoBD compliance. You set the starting number during onboarding. Both the invoice number and the Shopify order number are shown on every invoice. If you later need a gap in the number range (e.g. to reserve numbers for invoices created manually in your previous software), our support can adjust the starting number for you.

Yes. When the customer currency differs from your shop currency, invoice amounts are shown in your shop currency (e.g. EUR) and the total is additionally shown in the customer currency including the exchange rate Shopify applied at checkout. The feature activates automatically – no configuration required.

Yes. Under Settings > General (and during onboarding) you can select your tax scheme:

Standard: Default. Regular VAT is shown on every invoice.

Kleinunternehmen (§19 UStG): No VAT is calculated. Every invoice/credit note carries the legally required note “Gemäß § 19 UStG wird keine Umsatzsteuer berechnet (Kleinunternehmerregelung).”

Differenzbesteuert (§25a UStG): Margin scheme for used-goods dealers. Every invoice/credit note carries the mandatory note “Die Lieferung unterliegt der Differenzbesteuerung nach § 25a UStG. Ein Ausweis der Umsatzsteuer erfolgt daher nicht (Gebrauchtgegenstände/Sonderregelung).” Per §14 Abs. 4 Nr. 2 UStG every invoice must additionally show either your Steuernummer or your USt-IdNr — the app enforces that at least one of the two is filled in before you can save. Note: for the margin scheme to be applied correctly, your Shopify products must be priced as gross amounts without separately reported VAT. If you primarily sell art (Kunstgegenstände), collectibles or antiquities (Sammlungsstücke und Antiquitäten) and need a different formulation, contact support.

For shipments from Germany to non-EU countries (e.g. USA, Canada, Australia), Easy Invoices automatically adds the mandatory note “VAT exempt export supply pursuant to § 4 No. 1a German VAT Act (UStG)” on the invoice and applies a 0% VAT rate. Note: For pure dropshipping where goods never touch the EU (e.g. supplier ships directly from China to the customer), the transaction is classified differently for tax purposes – please confirm the classification with your tax advisor.

Whenever invoice-relevant data on an order changes – e.g. name, shipping or billing address, line items, or tax rate – Easy Invoices automatically issues a cancellation invoice for the original and creates a new corrected invoice. Both documents remain in the system (GoBD/§14 UStG prohibit deleting or overwriting them).

When you refund an order in Shopify, Easy Invoices automatically creates a credit note as soon as Shopify sends us the refund webhook. The credit note appears in your document list and is linked to the original invoice. For chargebacks: on shops using Shopify Payments, a lost or accepted chargeback automatically produces a §17 invoice correction linked to the original invoice; edge cases (partial amounts, multiple tax rates, or a missing original invoice) surface under “Needs attention” for you to confirm. Chargebacks on other payment providers (PayPal, Klarna, etc.) are not reported to us by Shopify and must be recorded manually.

For orders received before the app was installed or during a period when your subscription was inactive, this is technically not possible – Shopify does not transmit order data to us for those periods. You'll need to create those invoices manually from your previous software. To keep your numbering continuous, our support can adjust the invoice number cycle afterwards and reserve the required numbers as a gap.

Yes. Under Settings > Advanced you can disable the SKU display on documents. It is enabled by default.

Yes. Under Settings > Advanced you can turn off the automatic email delivery. Documents are still generated but not sent automatically. You can send them manually at any time from the document table or directly from the order details using the Easy Invoices block extension.

The PDF archive (ZIP of all PDFs) and the Z3 export are open to every shop. The DATEV and CSV exports currently run in a closed beta: built and tested, but unlocked for selected shops only – access on request via support. Once unlocked, the app exports an import-ready DATEV booking batch (EXTF, format version 13) with revenue accounts per tax case – the accounts are prefilled and your accounting firm can adjust them via invite link – and a configurable CSV with the columns of your accounting tool (templates for Lexoffice/Lexware). Every format runs manually for any period or as a monthly, quarterly or yearly schedule to confirmed recipients. The DATEV batch contains revenue bookings; payments and fees come from your payment providers’ reports.

After cancellation, you have 3 months to export your data through our support team. After that, all data will be automatically deleted. Important: As a shop owner you must retain your invoices for eight years (§ 147 Abs. 1 Nr. 4 in conjunction with Abs. 3 AO; shortened from ten years in 2025). For more details, visit our data retention page.