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Managing Orders & Invoicing

Invoice Templates & Email Delivery

Create custom HTML invoice layouts, assign them to customer groups, and email invoices.

#invoices #templates #email #HTML editor #payment terms

Invoice Template System Overview

BulklyCart includes a powerful invoice template system that lets you design professional, branded invoices and email them directly to your B2B customers. You can create multiple invoice layouts, assign them to different customer groups, and customize every aspect of the design — from fonts and colors to payment terms and due dates.

This means your VIP wholesale clients can receive a premium-looking invoice while your standard wholesale buyers get a different layout — all handled automatically based on their customer group.

Creating a New Invoice Layout

To create a new invoice template, follow these steps:

  1. Navigate to Settings in the BulklyCart admin sidebar, open Invoicing page .
  2. Click Create New Template.
  3. Choose one of the three predefined starting templates.
  4. After creation, you'll see a success modal, and you'll be redirected to the edit page where you can customize the layout.

BulklyCart offers three professionally designed starting templates. All three templates include the essential sections: store and invoice metadata, buyer information, shipping details, product line item rows, payment information, order totals, and due date.

Editing Invoice Layouts

The invoice editor gives you full control over every element of your invoice design:

Visual HTML Editor

The editor features a rich visual editing interface with a formatting toolbar that stays visible (sticky) as you scroll through the template. This means you always have quick access to formatting tools no matter where you're working in the document.

Source/Raw HTML Mode

For advanced customization, you can switch to Source Mode to edit the raw HTML directly. This is useful for fine-tuning layouts, adding custom CSS classes, or making precise structural changes that the visual editor doesn't support.

Font and Color Controls

  • Font Size: Adjust text sizes throughout the invoice using the size controls.
  • Color Picker: Choose text and background colors. The color picker reflects your current selection, so you always know what color is applied.
  • Font Family: Choose from a wide selection of system fonts and Google Fonts. Each font option shows a preview in the selector, so you can see how it looks before applying it.

Inserting Shortcodes

Shortcodes are dynamic placeholders that automatically fill in with real data when the invoice is generated. Place your cursor where you want the data to appear, then insert a shortcode for:

  • Store Name: Your Shopify store name.
  • Store Logo: Your uploaded store logo image.
  • Order Number: The Shopify draft order number.
  • Customer Name: The buyer's full name.
  • Addresses: Billing and shipping addresses.
  • Line Items: A formatted table of all products, quantities, and prices.
  • Totals: Subtotal, shipping, discounts, and grand total.
  • Payment Terms: The configured payment terms for the order.
  • Due Date: The payment due date calculated from the terms.

Payment Term Selector

Each invoice template can have a default payment term assigned. Choose from standard B2B payment terms:

  • Due on Receipt: Payment expected immediately upon receiving the invoice.
  • Net 7: Payment due within 7 days.
  • Net 15: Payment due within 15 days.
  • Net 30: Payment due within 30 days.
  • Net 45: Payment due within 45 days.
  • Net 60: Payment due within 60 days.
  • Net 90: Payment due within 90 days.

Customer Group Targeting

One of the most powerful features of the invoice system is the ability to assign templates to specific customer groups:

How Group Targeting Works

  1. Open your invoice template in the editor.
  2. In the Customer Groups section, select one or more groups that should receive this invoice layout.
  3. If you don't select any groups, the template becomes a catch-all default that applies to all customers.

Template Resolution Order

When BulklyCart needs to send an invoice, it determines which template to use in this order:

  1. Group-specific template: First, it looks for a template assigned to the buyer's specific customer group.
  2. All-groups fallback: If no group-specific template exists, it uses the template with no group restrictions (the catch-all).

Managing Your Templates

The template management tools help you organize and maintain your invoice layouts:

  • Duplicate: Create a copy of any template to use as a starting point for a new layout. All settings, HTML content, and styling are copied.
  • Activate/Deactivate: Toggle templates on or off without deleting them. Deactivated templates are skipped during invoice generation.
  • Delete: Permanently remove a template you no longer need.

Previewing Invoices

Before sending invoices to real customers, always preview your template:

  1. Click the Preview button in the template editor.
  2. A sandboxed modal opens showing your invoice rendered with realistic sample data — including a sample company name, address, product lines, and totals.
  3. Review the layout, fonts, colors, and spacing.
  4. Close the modal and make any necessary adjustments.

HTML Safety

For security, BulklyCart automatically sanitizes all invoice HTML. Any scripts, event handlers (like onclick), or unsafe URLs are automatically removed. This protects both you and your customers from potential security issues while allowing full creative control over the visual design.

Sending Invoices to Customers

Once your templates are set up, sending invoices is straightforward:

  1. Go to Wholesale Orders in the admin sidebar.
  2. Find the order you want to invoice (you can send from either the orders list or the order detail page).
  3. Click Send Invoice.
  4. BulklyCart's Invoice Delivery Service automatically:
  • Identifies the buyer's customer group.
  • Selects the correct invoice template based on group targeting.
  • Renders the template with the actual order data (products, quantities, prices, shipping, totals).
  • Wraps the invoice in your configured email template.
  • Sends the email to the buyer.
  • Updates the draft order status to Invoice Sent.

Plan Limits

The number of invoice templates you can create depends on your BulklyCart subscription plan. If you reach your plan's template limit, you'll need to upgrade to create additional templates. You can always deactivate or delete unused templates to free up space within your current plan.