Invoices and packing slips may look like simple order documents, but they play a big role in the overall shopping experience. Customers expect clear billing information, and businesses need accurate records for accounting and compliance. A store that can send properly formatted invoices and include detailed packing slips looks more professional and builds trust with buyers.
WooCommerce does not provide a built-in option to generate PDF documents, which means store owners often have to rely on third-party solutions. By using a dedicated invoice generator plugin, you can automatically create & customize PDF invoices and packing slips for every order placed in your store. These documents are consistent, compliant, and ready to share with customers or use internally for record-keeping.
This guide will walk you through the process of setting up WooCommerce PDF invoice and packing slips step by step. You will also learn how to customize the documents, assign unique invoice numbers, and unlock advanced invoice features through premium add-ons.
Why Generate Compliant Invoice PDFs in WooCommerce?
Every business is responsible for issuing proper invoices that meet local tax and accounting rules. A compliant invoice is more than a receipt; it includes the right business identifiers, customer details, and order information. Without these invoice elements, your records may fall short of legal requirements, which can create complications during audits or tax filing.
PDF invoices also provide consistency. Unlike emails or printed receipts that can vary in format, an invoice PDF file looks the same across all devices and platforms. Customers receive a professional document they can download, print, or share with their own accounting departments.
Beyond compliance, invoices and packing slips strengthen your brand. When a customer opens their order confirmation and sees a branded bill with your logo and contact details, it reinforces credibility. At the same time, packing slips help warehouse teams confirm the items included in each shipment. Together, these documents support accuracy, customer satisfaction, and smooth day-to-day operations.
How to Set Up WooCommerce PDF Invoices?
To begin generating PDF invoices in WooCommerce, you can use the WooCommerce PDF Invoices, Packing Slips, Delivery Notes, and Shipping Labels plugin. This tool provides a reliable foundation for designing professional invoices and also includes support for related documents like packing slips, delivery notes, and shipping labels.
It’s ideal for store owners who want greater flexibility in how documents are created and delivered.
With the free version, invoices can be automatically created for each order, attached to customer emails, and printed directly from the WooCommerce orders page. In addition, you’ll be able to print packing slips and delivery notes, customize shipping label formats, and even export them in bulk. These built-in features streamline order management and cut down on manual paperwork.
You can install the plugin straight from the WordPress repository. Once activated, you’ll be ready to configure your invoice settings and start sending them out.
Step 1: Configure the General Settings
After you install and activate the plugin, the first step is to configure the general settings. This is where you define the brand details that will appear on every invoice and packing slip, so accuracy is important.
Start by going to Invoice/Packing > General Settings > General in your WordPress dashboard.
Here you can add your business name, upload a logo, and enter a tax identification number if required by your local regulations. These details create consistency across all documents and make your invoices look more professional. You can also input the full company address, including the street, city, and postal code. Having complete contact details on invoices helps meet compliance standards and gives customers a reliable way to reach you if needed.
The general settings also include Advanced options. For example, you can turn on RTL language support for stores that serve multilingual audiences.
Another useful option is enabling preview before printing of invoices and packing slips, making it easier for both you and your customers to generate physical copies when required.
Once everything is set, click Update Settings to save your preferences.
Step 2: Enable PDF Invoices for WooCommerce
With the basic company details in place, the next step is to enable PDF invoices for your orders.
- Open the Invoice settings tab and look for the Enable Invoice option. Once this is active, the plugin will start generating invoices automatically based on the rules you define.
- One of the most important settings here is deciding at which stage of the order process the invoice should be created. Most stores choose to generate invoices once an order is marked as “Processing” or “Completed.” This ensures that only valid orders have an official document attached.
- You can also define a custom date format for your invoices, which keeps your records organized in a way that fits your accounting system.
- Next, you can select which WooCommerce order status emails should include the invoice PDF. For example, you might want invoices sent with the order confirmation email so customers receive everything at once. This improves communication, saves time for support teams, and builds a more professional impression by making invoices accessible from the start.
Step 3: Set an Invoice Number
Clear and organized invoice numbering is essential for bookkeeping. It ensures that each document is unique, easy to track, and simple to reference later. Within the plugin settings, you can decide how invoice numbers are generated and displayed.
One option is to use the WooCommerce order number as the invoice number. This keeps things straightforward since the invoice matches the order ID.
However, many businesses prefer to create a separate custom numbering system for invoices. The plugin allows you to set custom prefixes and suffixes. These small adjustments help categorize invoices and make them easier to identify at a glance.
You can also control the number length. For example, you may choose to pad invoice numbers with leading zeros so that all documents follow a consistent format, like INV-0010 or INV-0250. This not only looks more organized but also prepares your store for future growth, since the numbering system won’t need to change as order volumes increase.
Step 4: Enable Additional Fields and Advanced Settings
Sometimes, a standard invoice is not enough to capture all the details you want to share with customers or store for internal use. The plugin gives you the flexibility to include additional information by enabling extra fields.
For instance, you can add order metadata such as the payment method, delivery notes, or any custom fields you’ve set up at checkout. These details provide clarity and reduce the need for follow-up communication with customers.
You can also set it to generate invoices for free orders. This is useful if your store runs promotions, sends out product samples, or offers complimentary items. Having a formal invoice, even for zero-value orders, ensures that all orders are documented consistently and customers receive the same professional treatment.
Once you have activated the fields and invoice settings that matter to your business, click Update Settings to apply the changes.
Step 5: Customize WooCommerce Invoices
Once the core settings are complete, you can focus on invoice customization. This is where your invoices start to reflect your brand identity instead of looking like generic documents.
Go to the Customize tab in the Invoice tab to access the invoice layout and design options.
The plugin lets you change fonts, adjust text sizes, and apply colors that align with your storefront design. Whether you want a minimal layout or something more detailed, the customization settings give you the flexibility to create invoices that look consistent with the rest of your brand. Once you save the changes, every new invoice generated by your store will automatically follow the design you’ve built.
That’s it! Your WooCommerce store is now ready to generate and send professional PDF invoices automatically.
How to Create and Customize Packing Slips in WooCommerce?
The free WooCommerce PDF Invoices & Packing Slips plugin makes it easy to generate invoices and packing slips directly from your WooCommerce store. While it provides the essential functionality, it comes with only basic customization options for packing slips. For store owners who want more control, upgrading to the premium PDF Invoices & Packing Slips plugin is required.
Step 1: Set Up General Settings
- Go to Invoice/Packing and select Packing slip from the WordPress menu.
- Under the General tab, choose the order emails to automatically attach the packing slips.
- Next, select the page to show the “Print packing slip” button.
- Then, choose the language to generate packing slips in.
Step 2: Configure Product Display Settings
- Check the Group products by ‘Category’ option to organize items in the packing slips according to their categories.
- Next, define the preferred sort order for how products will appear.
- Decide if you want to include variation details for the items.
- After that, set your preference for how bundled products should be shown on the packing slips.
- Finally, click Update Settings to apply and save the changes.
Step 3: Customize WooCommerce Packing Slips
- Navigate to the Customize tab and click Change template to choose a packing slip template.
- On the right-hand side, use the available elements to enable, disable, or adjust each section of the template as needed.
- For advanced modifications, switch to the code editor.
- You can also modify design settings such as font type, size, color, and other style options to match your preferences.
- After finalizing your changes, click Save and activate.
That’s it! Your WooCommerce store is now ready to generate and send packing slips automatically.
Get Advanced Features with WebToffee Premium Invoice Add-ons
The free version of the plugin covers the essentials, but many stores eventually need more control over their invoices and packing slips. Upgrading to the Pro version opens up a wide set of features designed for businesses that want advanced invoicing capabilities.
With the premium plugin, you can issue credit notes, which are helpful when processing refunds or returns. You can also insert direct payment links into invoices so customers can clear outstanding balances right from the document. Another benefit is access to multiple advanced invoice templates, giving you more options for layout and design without having to build them from scratch.
Altogether, the premium version helps create a consistent and professional documentation system for every stage of your order management process.
To expand on this even further, there are dedicated WebToffee invoice add-ons available:
Customizer for WooCommerce PDF Invoices
For store owners who want more control over the appearance of their documents, the Customizer add-on extends the WooCommerce invoice plugin with advanced design features.
The add-on provides a drag-and-drop block-based editor where you can move sections, insert new fields, and adjust spacing without touching code. You can also modify font styles, change labels, and add placeholders for dynamic order information. Each change is previewed instantly, making it simple to fine-tune the layout until you’re satisfied.
QR Code Add-on for WooCommerce Invoices
The QR Code add-on brings an extra layer of convenience to your WooCommerce documents by making them scannable. Instead of searching through order details manually, staff or customers can scan the code to quickly access important information. This saves time during order fulfillment and helps reduce mistakes when processing returns or exchanges.
You can decide what information the QR code should contain. Options include order ID, customer name, total amount, or even custom text fields that you define.
mPDF Add-on for PDF Invoices
If your store caters to international customers, particularly those using languages that read from right to left, the mPDF add-on is a valuable upgrade. It replaces the default PDF rendering engine with mPDF, which can handle a wider range of scripts and character sets. This ensures that invoices, packing slips, and other documents display text correctly for every audience.
WooCommerce Proforma Invoice
The Proforma Invoice plugin is designed for stores that need to provide preliminary billing documents before payment is completed. A proforma invoice is not a final receipt but rather a quotation that outlines the products, prices, and terms of sale.
With this add-on, you can generate proforma invoices directly from WooCommerce orders. These documents include your business details, customer information, and a clear breakdown of the order items. Since they closely resemble standard invoices, customers receive a professional summary of the expected payment.
Wrapping Up
Creating and customizing PDF invoices and packing slips in WooCommerce does not have to be complicated. With the right plugins and add-ons, you can set up compliant documents, personalize their appearance, and make them a reliable part of your order workflow.
From adding basic company details to enabling advanced customization, each step helps ensure your invoices, packing slips, and shipping documents meet compliance standards and customer expectations.
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