Invoice and Order Confirmation PDF - Article
Summary
Invoice PDF configuration allows administrators to generate branded invoice documents for platform transactions. These invoices can be attached to emails or accessed from transaction records, ensuring clear financial documentation for training purchases.
In this article you will learn:
- How invoice PDFs are generated for training transactions
- How to configure invoice templates and document layout
- How transaction tokens populate invoice details automatically
- How invoices relate to order confirmations and transaction records
Overview
The Invoice PDF feature allows administrators to automatically generate invoice documents for transactions completed on the platform. These invoices provide a structured and branded record of the purchase that can be shared with customers and used for financial documentation.
By configuring the invoice layout, organizations can ensure the document includes appropriate branding, reference information such as invoice numbers or transaction details, and contact information for support or payment follow-up. The invoice PDF can also include standard payment instructions, such as bank account details or billing information, making it easier for customers to complete payments and for administrators to reconcile transactions within external financial systems.
Invoices are typically used for:
- Financial documentation for training purchases
- Transactions using invoice payment methods
- Record keeping for accounting or compliance purposes
- Providing customers with a formal invoice after purchase
Invoices are generated using a configurable template that combines:
- A PDF background layout
- Dynamic invoice text
- Transaction tokens
The generated invoice can then be:
- Attached to transactional emails
- Accessed from transaction records
- Referenced in transaction reports
How Invoice PDFs Work
The invoice PDF template consists of a background document combined with dynamic content.
The uploaded background PDF acts as the visual structure of the invoice, while the platform inserts transaction data into the document using configurable text fields and dynamic tokens.
Examples of information that may appear in the invoice include:
- Customer name
- Email address
- Billing information
- Transaction date
- Transaction ID
- Purchased activity details
- Pricing and tax information
Because the template is flexible, organizations can design invoice layouts that match their branding and financial documentation requirements.
Configuration
Navigate to Settings → Commerce → Invoice PDF.
The configuration page allows administrators to control how invoice documents are generated and attached to transactions. The interface contains several configuration sections.
Background Template
Administrators can upload a PDF background file that acts as the visual template for the invoice.
The uploaded PDF defines the overall structure of the document, such as:
- Logo placement
- Company information
- Invoice formatting
- Layout structure
The platform then overlays transaction information onto this background when generating the final invoice document. If no background template is uploaded, invoice generation will not function.
Invoice Text Configuration
The Invoice text editor allows administrators to define the textual content that appears on the invoice. This text can include both static text and dynamic tokens to include transaction-specific data when the document is generated. Supported tokens can be inserted directly through the token selector or typed manually in the correct token format.
If an unsupported token is used, the system will display an error.
Layout and Formatting
Administrators control how invoice information appears by defining a text area on the PDF where dynamic content is inserted. The system then populates this area with the configured text and tokens when generating the invoice. This approach allows administrators to align content with the uploaded invoice background without requiring a complex layout designer.
Available layout options include:
| Setting | Description |
|---|---|
| Font | Defines the font used for invoice text |
| Font size | Controls text size |
| Top margin | Adjusts the vertical position of the content |
| Left and right margins | Defines horizontal spacing of the invoice content |
These settings allow administrators to align the text content with the uploaded PDF background.
Selecting Recipients
Administrators can choose which transaction types should include an invoice PDF attachment.
The available options correspond to the payment methods configured in Commerce → General settings, allowing the system to generate invoices selectively depending on how the purchase was completed. Payment providers that have not been configured through third-party integrations will appear greyed out and are not available for selection.
Options include:
- Manual
- Free
- Stripe (Cards)
- Stripe (Wallets)
- PayPal
- Netaxept
- CyberSource
- Vipps Card
- Vipps Wallet
- Invoice
Only the selected transaction types will generate and attach an invoice PDF.
This configuration allows organizations to align invoice generation with their commercial and financial processes. For example, some organizations only require formal invoices for invoice-based purchases, while card-based payments may already be documented through the payment provider’s receipt.
Invoice Preview
The configuration page includes a preview function that allows administrators to review how the invoice will appear before saving or activating the configuration.
The preview renders the invoice using the uploaded background template together with the configured text and tokens, providing a realistic representation of the final document.
This allows administrators to verify formatting, alignment, and token placement, ensuring that all dynamic content appears correctly within the designed invoice layout before it is used for live transactions.
How Invoice PDFs Are Delivered
When Invoice PDFs are enabled, the platform can automatically generate invoices for eligible transactions based on the configured settings.
Invoices can be delivered and accessed through several mechanisms:
- Transactional emails sent to the customer, where the invoice PDF is attached to the purchase confirmation
- Transaction records, where the invoice can be opened directly from the individual transaction
- Transaction reports, which include references to the generated invoice for financial reconciliation or administrative follow-up
The email notifications related to invoices and order confirmations can be configured in: Settings → Email Sending → System Emails → Commerce
From this section, administrators can customize the email templates used for commerce-related communications, including the messages that accompany invoice attachments sent to customers.
Related configuration: Order Confirmation PDF
The Order Confirmation PDF is a similar feature that generates confirmation documents for completed purchases.
Unlike the invoice document, which focuses on financial documentation, the order confirmation PDF typically summarizes the training enrollment details.
Order confirmation PDFs can include information such as:
- Participant details
- Training activity information
- Schedule and location
- Order details
Administrators can configure order confirmation PDFs in Settings → Commerce → Order confirmation PDF.
Configuration options include:
- Attaching confirmation PDFs to specific payment methods
- Uploading a confirmation template
- Configuring font and layout settings
- Printing activity details within the document
Because both features share similar configuration principles, many organizations design these documents together to maintain consistent transaction communication with customers.