CrowPrime Docs

Operations

Invoices

CrowPrime produces a sales invoice for each order, numbered gaplessly per organization and stored as an immutable PDF alongside the order.

On this page

When invoices are created

Automatic on shipment

Trigger
Order reaches shipped or partially_shipped
Best for
Most sellers (default)

Automatic on payment

Trigger
Order reaches awaiting_shipment
Best for
Digital or instantly fulfilled goods

Manual

Trigger
A Finance or Admin member clicks Create invoice
Best for
Businesses with a separate approval step

Partial shipments produce one invoice per shipped part unless you enable consolidation, which waits for the order to be complete.

Numbering

  • Format is prefix + zero-padded sequence, for example INV-2026-000241.
  • Sequences are allocated atomically, so concurrent shipments cannot produce duplicates or gaps.
  • The sequence can be configured to reset yearly; the year token then becomes part of the prefix.
  • Credit notes use their own sequence, typically with a CN prefix.

Important

Once the first document is issued, the prefix and starting number are locked.

Document content

  • Issuer block from organization settings: legal name, address, VAT ID, optional logo and footer text.
  • Buyer block from the marketplace billing address, including a buyer VAT ID when supplied.
  • Line items with SKU, description, quantity, unit net price, VAT rate and line total.
  • Shipping as its own taxed line, plus discounts as negative lines.
  • Totals per VAT rate, grand total, currency, order reference and channel order number.
  • Have your accountant approve the template, VAT setup and numbering before the first real invoice goes out.

VAT handling

Domestic B2C

Treatment
Organization default rate, or the product-level rate where set

EU cross-border B2C

Treatment
Destination-country rate under OSS rules when OSS is enabled

EU B2B with valid VAT ID

Treatment
Reverse charge, 0% with the statutory note printed

Export outside the EU

Treatment
Zero-rated with the export note

Marketplace-collected tax

Treatment
Marked as collected by the marketplace and excluded from your VAT payable
totals
Net (19%)          25.04
VAT (19%)           4.76
Net (7%)            3.64
VAT (7%)            0.26
--------------------------
Grand total        33.70 EUR

Delivery & export

  1. 1

    Automatic email

    Optionally email the PDF to the buyer address supplied by the channel, using your own sender name and template.

  2. 2

    Channel upload

    Where the marketplace supports invoice upload, the PDF is attached to the channel order so buyers can download it there.

  3. 3

    Bulk download

    Filter by period and download a ZIP of PDFs for your accountant.

  4. 4

    Accounting export

    Export a CSV or DATEV-style ledger file per period with accounts, tax codes and totals.

Corrections

Issued invoices are never edited in place. Small mistakes are fixed with the Edit dialog (Owner, Admin, Supervisor, Finance), which versions the document; larger mistakes use Cancel with a credit note and issue a replacement, or issue a refund which produces a credit note automatically. Cancelled documents keep their number and are marked cancelled so the sequence stays complete. The Resend-Corrected action re-emails the latest version.

AI extraction & e-invoicing

  • AI invoice extraction reads an uploaded supplier PDF and proposes the line items, totals and VAT rates for an expense — review before accepting.
  • German B2B invoices additionally generate ZUGFeRD EN16931 XML alongside the PDF for e-invoicing.
  • Auto-invoicing of shipped orders can be switched on per organization; it uses the same numbering and VAT logic as manual creation.