How to Automatically Generate Invoices

July 20, 2026

Summary

How to auto-generate source invoices from fulfillment request or shipment data and refine them with IF/THEN rules in the Source Invoice Workflow.

OVERVIEW

Auto-Generate Source Invoices creates source invoices automatically from Fulfillment Request or Shipment data, populated with line item costs, shipping, and dropship fees. The Source Invoice Workflow then lets you adjust those invoices with IF/THEN rules.

WHEN TO GENERATE

When the fulfillment request is processed

Uses line item costs, estimated shipping, and estimated dropship fees from the fulfillment request. Best when you want invoices created immediately as orders send.

When the shipment is created

Uses line item costs, dropship fees, and the actual shipment cost. Preferred for accuracy, since the invoice is tied to a real shipment.

SOURCE INVOICE WORKFLOW

Navigate to Workflows → Source Invoices and toggle Enabled to Yes, then build IF/THEN rules.

Part	Options
IF conditions (triggers)	Fulfillment Request fields, FR Line Item fields, Shipment fields
THEN actions (modifications)	Invoice Number, Fee Cost, Tax Cost, Shipping Cost, Other Costs; invoice item SKU, Quantity, Per Unit Cost

EXAMPLE CUSTOMIZATIONS

Goal	Rule
Add a flat handling fee	IF source = “Vendor A”, add $10 to Fee Cost
Adjust regional tax	IF SKU starts with “TX”, multiply Tax Cost by 1.1
Override shipping	IF source = “Vendor B”, set Shipping Cost to $15
Enhance an imported invoice	IF imported invoice has no shipping fee, set Shipping Cost to $20

IMPORTANT NOTES

Note: Turn on Auto-Generate Source Invoices at Sources → Workflows → Source Invoices → Source Invoice Settings, then choose the generation timing.

Note: Auto-generate is per source - not global. Enabling it for one source does not affect any other source; each source needs its own toggle and trigger configured.

Note: Generating on shipment creation uses the actual shipping cost, so it is the recommended option. Generating on FR processing uses estimates but creates the invoice immediately.

Note: For suppliers that provide invoice data, import it with Get Invoices, then use Auto-Generate plus the Source Invoice Workflow to add fees, update taxes, or fill missing fields.

Note: Use Test Workflow to simulate your rules and confirm the output before relying on it for live invoices.

COMMON ISSUES

Check two things in order: (1) go to Sources → Workflows → Source Invoices → Source Invoice Settings and confirm Auto-Generate Source Invoices is toggled Yes. (2) Confirm a trigger is selected - either When FR is Processed or When Shipment is Created. If the toggle is on but no trigger is chosen, no invoices will generate. Both must be set.
If using the When FR is Processed trigger, shipping cost comes from your Estimated Shipping Cost workflow on that source - if no estimation rule is configured and enabled, the field will be empty. Either configure an Estimated Shipping Cost workflow at Sources → Workflows → Estimated Shipping Cost, switch to the When Shipment is Created trigger (which uses the actual carrier cost), or add a Source Invoice Workflow rule to set a default shipping cost when the field is blank.

FAQS

Should invoices generate on FR processing or shipment creation?

Shipment creation is more accurate because it uses the actual shipping cost. FR processing is faster and uses estimated shipping and dropship fees.

What can the Source Invoice Workflow change?

Invoice-level fields (Invoice Number, Fee Cost, Tax Cost, Shipping Cost, Other Costs) and invoice item fields (SKU, Quantity, Per Unit Cost).

Can I enhance invoices imported from a supplier?

Yes. Import them with Get Invoices, then apply Auto-Generate and Source Invoice Workflow rules to add fees or fill in missing details.

Where do I turn this on?

In the source’s Source Invoice Settings, set Auto-Generate Source Invoices to Yes and choose the timing.

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