Transactional emails and PDF invoices for WooCommerce
Custom email templates instead of shop default texts, PDF invoices generated straight from your order data, and proforma invoices for payment by bank transfer.
A shop sells, the payments arrive — and every order still creates work by hand. Usually that is not the shop but the layer above it: the emails sent after the purchase, and the documents a customer actually ends up holding.
We build that layer. Custom email templates in place of default texts, PDF invoices generated straight from the order data, proforma invoices for anyone paying by transfer, and automatic reminders for outstanding amounts. Afterwards you know which message goes out when — and you no longer write any of them yourself.
We start by looking at which emails your shop sends today — and what they look like.
What you get
Documents without manual work
Invoices are generated from data the order already holds, instead of being written and attached one at a time.
Emails that sound like you
Your own templates and your own wording, in place of the default messages WooCommerce and the usual plugins ship with.
Paying without a follow-up question
Anyone paying offline gets a document with the amount, the reference and the bank details — rather than a confirmation with no way to pay it.
Who this is for
Shops offering payment on account
When some of your customers pay by transfer and need a document to do it.
Associations and membership organisations
When fees fall due annually and reminders have been going out by hand.
B2B suppliers
When business customers expect a proper invoice rather than an order confirmation.
Shops with subscriptions
When recurring payments need the same document every time.
The shop sells — the communication around it stays default
Orders come in, payments arrive, and every single one still creates manual work. Usually that is not the shop itself but the layer above it, the emails and documents a customer actually receives.
Invoices written one at a time
Someone opens the order, copies the details into a document and sends it. Fine at a handful of orders a week. A standing job at a hundred.
Default texts that do not match the sender
WooCommerce and the usual plugins send the wording of an online shop. An association, a practice or a B2B supplier writes differently.
A bank transfer with no payment details
Anyone paying by transfer needs the amount, the reference and the bank details in one document. Without it, the payment stalls or comes back as a question.
Nobody knows which email goes out when
Plugins accumulate over the years, each with its own notifications. What a customer actually receives after buying has not been checked end to end in a long time.
Unpaid invoices chased by hand
Whoever has not paid eventually shows up on a list, and gets written to individually whenever somebody remembers.
One test order usually reveals what your shop is really sending.
What we set up
What makes sense depends on your shop. These are the building blocks we typically implement.
Custom email templates
The layout and wording of your transactional emails are built as their own thing, rather than overwriting what the plugins shipped.
A PDF invoice with the order
The invoice is generated from the order data and attached to the right email — with line items, tax rate and invoice number.
Proforma invoice for advance payment
When someone chooses bank transfer or payment on account, a document with the full payment details goes out before any money moves.
Sequential invoice numbers
Number range, prefix and starting value are set so they fit your bookkeeping and stay unbroken.
Payment reminders
Outstanding amounts are reminded by email automatically, with the payment details in the message itself rather than as a pointer elsewhere.
Credit notes and cancellations
Refunds need a document too. Credit notes are generated in the same number range as the invoices.
Memberships and subscriptions
Recurring fees through MemberPress or WooCommerce Subscriptions get the same document and email chain as a one-off purchase.
Most shops need only some of these. Which ones, we settle beforehand.
What is not included
So the scope is clear from the outset — these are separate undertakings and not part of a standard setup:
Tax advice
We implement what your bookkeeping specifies. Whether an invoice is complete and correct for tax purposes is a question for your accountant.
Connecting your accounting software
An automatic sync with your accounting or ERP system is its own project. That is what the ERP integration is for.
Formal dunning and debt collection
We set up automatic reminders. A multi-stage dunning process with fees and handover to a collection agency is a different thing.
How it works
Test order and inventory
We trigger every path once and record which emails actually go out, from which plugin, and with what wording.
Decide the document types
Together we establish which documents you need — invoice, proforma, credit note — and what has to appear on each.
Build the templates
Email templates and PDF layout are created and filled with real order data rather than placeholders.
Set up the number range
Invoice numbers are configured to follow on from your existing bookkeeping and stay sequential.
Configure reminders
We define when a reminder goes out, how often, and what it says.
Run it through and hand over
Every payment path is played through once end to end. You then get a short overview of which email goes out when.
Settled up front: which access we need and what comes from your bookkeeping.
Why a clean document setup pays for itself
The value is not in the document itself but in the work that stops happening:
Less manual work per order
What costs a few minutes per order today costs it again on every order after that — or stops costing anything.
Fewer follow-up questions
A document with complete payment details saves the email where someone asks for your bank details.
Payments arrive sooner
Someone who gets the document with the order can pay immediately instead of waiting for it.
A consistent impression
Post-purchase emails are often your longest contact with a customer, and usually look like a default installation.
Frequently asked
Which plugin do you use for this?
It depends on your shop. For many cases an established invoicing extension is enough, which we configure and restyle. Where requirements go further — custom document types, particular advance-payment flows — we build the missing pieces alongside it.
Do we get sequential invoice numbers?
Yes. Number range, prefix and starting value are set to follow on from your existing bookkeeping. Credit notes run through the same system.
Can we edit the wording ourselves later?
Yes. The text sits where you can adjust it without a developer. You should not need to touch the layout or the PDF structure — that is what we are for.
Does this work with memberships too?
Yes. Recurring fees through MemberPress or WooCommerce Subscriptions get the same email and document chain as a one-off purchase. That is exactly how we built it for an association with several hundred memberships.
What is a proforma invoice and do we need one?
A proforma invoice is a document issued before payment. You need one as soon as someone pays by bank transfer — otherwise the amount, reference and bank details are missing and the payment stalls.
Do you check whether our invoices are legally correct?
No. We implement which details belong on the document. Whether those details are complete and correct for your situation is a question for your accountant, not for us.
Can the invoices go into our accounting automatically?
That is a separate topic. We generate the documents out of the shop here. An ongoing sync with an accounting or ERP system is its own project and needs a dedicated integration.
What happens to the invoices we already have?
Existing documents are left untouched. The new number range follows on from the old one so your bookkeeping gets neither a gap nor a duplicate.
How many reminders get sent?
That is your call. One or two polite reminders at a set interval is common. We configure what you specify — and tell you if an interval looks too tight to us.
Are you still writing invoices by hand?
Send us your shop and a sample order. We will tell you which documents can be generated automatically and which emails need rebuilding to carry them.
