SayPDF Order Printer & Invoice

Documentation

Reference details on document types, compliance, accounting exports and automation.

FAQ Changelog Getting started tutorial

1. Document types

SayPDF generates the following document types from any order, all from the same template:

  • Invoice — the default document sent to customers
  • Receipt — for paid orders
  • Quote
  • Credit note — issued with its own sequential number and a reference back to the original invoice
  • Packing slip

2. Template editor

The Invoice PDF tab includes a drag-and-drop canvas editor: text fields, an auto-paginating items table, logo, QR code and barcode blocks can all be positioned freely. Data fields shown in [brackets] are filled automatically from each order.

  • Template gallery: 200+ ready-made designs, filterable by industry, colour and layout
  • Recreate from your invoice: upload an existing invoice PDF or a screenshot and the app rebuilds it as an editable HTML template, mapping the values to order fields automatically
  • Blank template and Import are also available for full manual control

3. Languages

The app interface has full translation parity in English, German, Vietnamese, French, Spanish and Japanese. Generated documents and email wording can be translated to any supported language on demand, independent of the merchant's own interface language. Right-to-left layout is supported for additional languages such as Arabic.

4. E-invoicing & compliance

Alongside the visual PDF, SayPDF can generate a machine-readable e-invoice for merchants who need to meet EU e-invoicing requirements:

  • ZUGFeRD / Factur-X — PDF/A-3 with an embedded EN 16931 XML (CII), readable as a normal PDF and as structured data
  • XRechnung 3.0 — CII and UBL, including the Leitweg-ID and payment terms required by German public-sector buyers
  • Peppol BIS 3.0 — UBL format for transmission over the Peppol network
  • Per-tax-rate VAT breakdown, delivery/service date (Leistungsdatum), tax number, reverse-charge notes for cross-border B2B orders, and a Kleinunternehmer (§19 UStG) toggle for VAT-exempt small businesses
  • Every generated e-invoice XML format is validated in our build pipeline against the official Mustang and KOSIT validators before release

5. Accounting exports

  • Generic CSV and a QuickBooks-compatible CSV export from the Invoices tab, for any date range
  • DATEV Buchungsstapel export (EXTF format) with per-tax-rate booking splits, ready for your Steuerberater to import without column mapping
  • Lexware Office and sevDesk — issued invoices and credit notes can push automatically as vouchers with the PDF attached (beta; a test-connection check is available before you rely on it)

6. Automation & webhooks

Outbound webhooks fire on order_created, invoice_sent, invoice_failed and credit_note_issued, each signed with HMAC-SHA256 so you can verify authenticity. Use these to connect SayPDF to Zapier, Make, or any other automation tool.

7. Invoice numbering

Invoice numbers are allocated gaplessly and idempotently — an issued number is never re-used or skipped. If you're switching from another invoicing app, Settings → Numbering lets you set the next number so your legally required sequence continues without a gap.

8. Data & privacy

SayPDF implements Shopify's mandatory customers/data_request, customers/redact and shop/redact webhooks. Full details on what is collected, how long it's retained, and how to request deletion are in our Privacy Policy.

9. Support

Use the Support tab inside the app for the fastest response, or email support@saypdf.com. For setup help, see the getting started tutorial; for common questions, see the FAQ.