Daily invoice operations
A controlled flow for invoice preparation, callbacks, PDFs, payments, refunds, reconciliation and batch operations.
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An invoice is an accounting document, so the workflow should begin in a manual, observable mode. Enable automation only for scenarios approved by the merchant and accountant.
When an invoice should be created
Torevo supports a manual action and rules for order creation, payment or fulfilment. A trigger alone is not enough: the provider account, payment profile, currency, B2B/B2C data, dates, totals, entitlement, worker health and duplicate checks must all pass before submission.
Recommended starting model:
| Scenario | Recommended trigger | Reason |
|---|---|---|
| Online payment | order paid | create only after a successful transaction |
| Bank transfer | order created | an unpaid invoice may contain payment instructions |
| Cash on delivery | order fulfilled | do not guess the date or state when the order is created |
| Payment on pickup | order paid or manual | depends on the real payment flow |
| Unknown gateway or new scenario | manual | approve mapping and dates first |
A rule can be narrowed by payment gateway, financial and fulfilment state, shipping method, order source, country, currency, B2B/B2C type, value and tags. This keeps cash-on-delivery and online-payment flows separate without another connector.
No automatic document may be created when a document or unresolved reconciliation already exists, the trigger has not been reached, the provider account is unverified, the worker is unhealthy, totals disagree or configuration cannot decide the scenario unambiguously. The reason must be visible as a safe code rather than a hidden retry.
Who controls document content
- Shopify supplies the current order, lines, discounts, shipping, currency, taxes and transactions.
- Torevo selects approved business details, rule, date policy, payment profile, provider account and numbering sequence and reconciles totals.
- KROS assigns the number and creates the final document and PDF under the connected company’s configuration.
Torevo does not invent a missing company ID, tax ID, VAT ID, tax, currency, date or payment gateway. Always verify language, PDF appearance and available numbering sequences in the specific KROS account. The current version does not email invoices to customers through the provider; the PDF is available only to an authorised shop user in Torevo.
Review order readiness
Before previewing, verify shop identity, order state, currency, tax, discounts, shipping, payment and customer invoice data. A B2B order must have complete and consistent business details under your policy.
An unknown payment gateway, missing company ID, unsupported currency or tax, or a totals mismatch blocks automatic creation. Correct source data or send the scenario for accounting review.
Preview and create the invoice
- Open the order or Torevo Invoices action in Shopify Admin.
- Build a fresh preview; the app re-queries the Shopify order.
- Compare lines, discounts, shipping, taxes, currency and final total.
- Check the provider account, numbering sequence, dates and PDF report.
- Submit the invoice once.
Manual creation is not an emergency bypass. It is the required first onboarding step and the safe mode for new gateways, currencies, tax scenarios, refunds and corrections.
Submission is asynchronous. Submitted or Processing does not mean failure. Never create a second invoice because a callback is late.
Callback, acceptance and PDF
A signed callback confirms the remote outcome. Torevo stores safe identifiers and a timeline rather than raw customer payloads. Replayed events are processed idempotently.
After acceptance, a worker loads the configured PDF report into private shop-scoped storage. Only an authorised user from the owning shop can open it. Retry a missing PDF separately; never create another invoice to obtain it.
Register payments
Register a payment only against an accepted document and a known Shopify transaction. Verify amount, currency, time, gateway and unique transaction identifier.
Each operation has an idempotency key. Partial and multiple payments stay separate. An unknown gateway or ambiguous transaction must go to manual review.
Refunds and credit notes
A Shopify refund does not automatically define an accounting-correct credit note. Determine whether it is a full, partial, quantity or shipping refund and whether tax or payment changes.
Until the exact scenario has live accounting certification, Torevo only routes it to review. Automatic credit notes must stay disabled. Attach a document created manually in KROS only after a unique verification.
Reconciliation
Use reconciliation for a delayed callback, timeout, outage recovery or an existing document in KROS. The system should compare safe keys, company identity, total, currency and time, and attach only a unique match.
If two matches remain possible, attach nothing and escalate review. A blind retry is not a recovery method.
Batch operations
Before a batch, filter only orders that passed the same readiness rule. Confirm the item count and batch limit. Evaluate results per document, not only by the batch state.
Never repeat an entire partially successful batch. Continue only with failed or unknown items after reconciliation.
Change or correct a document
Do not modify an accepted invoice indirectly by changing the Shopify order. Use an accountant-approved correction flow in KROS and then reconcile state. Torevo must not silently rewrite a historical document.
When changing numbering, VAT policy or provider account, finish pending operations, run a test document and only then restore automation.
Daily checklist
- Review documents and operations requiring attention.
- Reconcile timeouts and delayed callbacks.
- Check accepted invoices that do not have a PDF.
- Review unknown payment gateways and refunds.
- Inspect the first documents after every configuration change.
- Keep an audit of approvals and accounting decisions without tokens or personal data.