Jetpack CRM Invoices and WooCommerce

Automatically generate and manage invoices from WooCommerce orders.

You can streamline your workflow by automatically creating invoices in Jetpack CRM from your WooCommerce orders. This allows your customers to view all their invoices in the Client Portal without needing to access WooCommerce or request invoices manually.

Automatic invoice creation from WooCommerce orders

The WooCommerce Sync module allows for automatic generation of invoices in Jetpack CRM based on the line items from WooCommerce orders. These invoices are linked to the correct contact and transaction record inside Jetpack CRM.

To set this up:

• Go to Jetpack CRM → CRM Settings → WooSync.
• Check “Create Invoices from WooCommerce Orders.”
• Click “Save Settings.”

When this setting is enabled, your clients can view their invoices directly in their Jetpack CRM Client Portal. This means customers no longer need to access WooCommerce or request individual invoices: they can simply log in and see everything in one place.

Intended CRM Invoicing use vs. limitations

It may be tempting to use Jetpack CRM invoices as substitutes for WooCommerce orders by adding WooCommerce products to them and sending them directly to your customers. However, this workflow isn’t supported or recommended because:

• WooCommerce Sync does not import WooCommerce products into Jetpack CRM invoices.
• Inventory levels in WooCommerce won’t update when CRM invoices are sent and paid.
• You’ll need to manually create/fulfill orders in WooCommerce in addition to invoicing, doubling your workload.
• Payment methods are limited to PayPal and Stripe via Jetpack CRM Invoicing Pro, while WooCommerce itself supports more options.

WooCommerce and Jetpack CRM Invoicing

It may be tempting to create Jetpack CRM invoices with WooCommerce products directly, but this approach has limitations:

• Jetpack CRM does not import WooCommerce products or update your WooCommerce inventory.
• Payment options in Jetpack CRM Invoicing Pro are limited to Stripe and PayPal, while WooCommerce supports many more methods.
• Manually syncing payments, stock, and invoices would create duplicate work.

Benefits of handling WooCommerce invoices through Jetpack CRM

There are many good points for using Jetpack CRM invoices with WooCommerce, for example:

• Your clients can view all invoices in the Client Portal.
• You can design invoices with custom HTML/CSS styles instead of using WooCommerce’s minimal default.
• Clients can self-serve by downloading PDF versions (with Client Portal Pro).
• You save time by avoiding manual generation or resending of invoice emails.

Why doesn’t this work?

WooCommerce Sync does not import WooCommerce products to your invoices nor update your product inventory.

If you send a Jetpack CRM invoice to a customer, your WooCommerce inventory will not reflect that sale. This typically means you would need to manually create and fulfil the order in WooCommerce and create the Jetpack CRM invoice. It’s giving yourself double work.

It also means customers can only pay via Stripe or PayPal, the payment methods available with the Jetpack CRM Invoicing Pro extension. WooCommerce has many more payment options.

Setting Up the Recommended Workflow

Step 1: Create a Pending Payment Order in WooCommerce

Manual orders should be created in WooCommerce using the “Pending Payment” status. Benefits include:

• Inventory is properly managed.
• Products are linked to orders/invoices.
• Any WooCommerce payment gateway can be used.
  The “Customer payment page” provides a simple checkout experience, ensuring smooth payment and fulfilment.

When you create the order, Jetpack CRM will:

• Add or update the customer record.
• Attach the “Pending Payment” transaction.
• Optionally create an unpaid invoice for record-keeping (but this should not be paid via Jetpack CRM).

Step 2: Direct Customers to WooCommerce to Pay

Customers should be directed to pay through WooCommerce’s own checkout flow (not through a Jetpack CRM invoice). This ensures:

• Inventory is updated.
• Any digital goods/downloads are properly delivered.
• Payment and automation extensions work as expected.

After payment, the following happens automatically:

• The WooCommerce order is marked completed and the CRM invoice is set as paid.
• The client can view or download their invoice from Jetpack CRM’s Client Portal.

Using Jetpack CRM Invoicing Pro – special cases

For some scenarios, such as remote teams issuing invoices without WooCommerce access, Jetpack CRM’s invoicing module may be used on its own. Consider these limitations:

• Orders and stock tracking must be handled manually in WooCommerce.
• Payments in Jetpack CRM are limited to Stripe and PayPal.
• Refunds have to be processed in the relevant payment gateway.
• Running fully through Jetpack CRM may suit manual or service-style billing more than retail e-commerce.

Sequential Invoicing for Compliance

Jetpack CRM (version 6.4.2+) can help comply with EU requirements for sequential invoice numbers by integrating its reference system with WooCommerce invoices. To enable this:

• Go to WooSync settings and turn on “Use the Jetpack CRM invoice reference system for invoices generated by WooCommerce” and “Create Invoices from WooCommerce Orders.”
• Configure your reference number prefix, next number, and suffix on the CRM’s Invoicing settings page.

Sequential numbering only works if all invoices are generated through CRM (including those imported from WooCommerce). Issuing invoices outside this system will break EU compliance.

Additionally, there isn’t a central location to view all invoices within WooCommerce. While manually generating invoices in WooCommerce is an option, it lacks the following:

• Everything is via email. You’ll need to manually resend if a customer asks you.
• The invoice email is not very customizable (e.g. you can’t add extra business info such as a logo).
• You’ll need to hunt down any orders for a contact and do this for each one.
• There isn’t a built-in option to provide a PDF version to your customer.

The benefits of using Jetpack CRM invoices alongside WooCommerce are:

• You can use your own invoice style vs the generic WooCommerce invoice style (HTML/CSS skills needed).
• All invoices are accessible from the Client Portal.
• Customers can download PDF versions of invoices themselves (if using Client Portal Pro).