How to Download Invoices

Why easy invoice downloads matter for D2C brands

• Faster bookkeeping: Export invoices in PDF/CSV to import into accounting software.
• Reduced RTO disputes: Attach invoice proof to customer support & courier claims.
• Tax compliance: Generate GST/VAT-compliant invoices per order.
• Scale operations: Bulk exports and APIs prevent manual bottlenecks as order volume grows.
• Audit & legal: Store signed invoices for audits or marketplace checks.

Step-by-step: How to download invoices (single order)

1. Login to OrderZup: Open your merchant dashboard and go to Orders.
2. Find the order: Use order ID, customer email, or date-range filters to locate the purchase.
3. Open order details: Click the order row to view details (items, payment, shipping).
4. Generate invoice: Click Generate Invoice (if not auto-generated). Confirm GST details, tax breakup, and seller info.
5. Download PDF: Click Download Invoice (PDF). The invoice will download instantly and include order summary, taxes, and invoice number.
6. Email or Attach: Use Send Invoice to email the customer, or attach it to shipment/returns workflows.

(Tip: enable automatic invoice creation for prepaid orders to save clicks.)

Bulk invoice downloads & exports

For reconciliation or accountant handoffs, use bulk tools:

• Date-range export: Go to Reports → Invoices → choose start/end dates → click Export CSV/PDF.
• Filter-based export: Export invoices filtered by order status (Delivered, Returned, COD) or SKU/region.
• Bulk ZIP: Download many PDFs at once as a ZIP to keep folder structure by date or order-id.
• Scheduled exports: Configure daily/weekly exports to auto-save CSVs to your email or FTP.

Developer options: API & integrations

OrderZup supports invoice retrieval programmatically:

• Invoice API endpoint: Pull invoice JSON or PDF using order ID. Perfect for syncing with ERPs and accounting tools.
• Webhook for invoice-ready: Subscribe to invoice.created to auto-download when invoices are generated.
• S3/FTP upload: Configure automatic upload of exported CSVs/PDFs to an S3 bucket or FTP server for your finance team.

Invoice formats & fields (what to expect)

• PDF invoice: human-readable, printable, compliant with tax laws. Includes: invoice number, date, buyer/seller details, itemized list, GST/VAT breakup, total, signature/QR if applicable.
• CSV export: tabular data for bulk import into QuickBooks/Xero/Tally. Columns typically include order_id, invoice_number, invoice_date, sku, qty, price, tax, buyer_gstin, shipping_charges, net_total.

Security, compliance & audit best practices

• Immutable PDF with signature/QR: Ensure PDFs are tamper-evident for audits.
• Retention policy: Keep invoices for statutory period (usually 6–8 years depending on jurisdiction).
• Role-based access: Restrict invoice exports to finance/admin roles only.
• Encryption & backups: Use encrypted storage and regular backups for historical invoices.

Troubleshooting common problems

• Invoice not generated: Check order payment status and GST details; re-run Generate Invoice.
• Incorrect tax breakup: Verify product HSN/SAC codes and seller GSTN; correct and reissue invoice with credit note if needed.
• Bulk export timing out: Reduce date range, or use scheduled exports to avoid UI timeouts.
• Missing buyer GST: Ask customers to update billing details, or issue compliant invoice with “reverse charge” note if applicable.