Invoices

Show signed-in customers their own PDF invoices on the storefront, ready to view and pay.

What it does

Invoices puts your PDF invoices on the storefront, so each signed-in customer can open their own invoices and pay them.

Invoices are not uploaded in the admin panel. Unlike the CSV importers, there is no complete-list replacement: each invoice is a separate PDF file delivered from your back office, filed under the customer it belongs to. The invoice date, invoice number and amount all come from the file name, so the naming rules in For your ERP/IT team have to be followed exactly.

When to use it

Use it when customers ask for copies of their invoices, chase what is outstanding, or want to pay an invoice without ringing your accounts team.

Steps

Ask your ERP/IT team to deliver invoice PDFs using the rules in For your ERP/IT team. If invoice delivery has not been set up for your store yet, contact your onboarding manager.
Open eCommerce → Users and note the Customer ID of the customer you want to check. Invoices only reach a customer whose ID matches the folder they were filed under, exactly, including letter case.
On the storefront, sign in as that customer, open Account and select View invoices. Account appears in the storefront menu only when the customer account area is switched on for your store.
Check that the expected invoices are listed, that the amounts are right, and that View Invoice opens the correct PDF.

Invoices are read each time the page is opened, so a new file shows as soon as it has been delivered — reload the Invoices page to check. Files stay available until they are deleted.

What you'll see

The Invoices page lists that customer's invoices, newest invoice date first, 20 to a page:

Invoice Number and Date, both taken from the file name.
Amount, in your store's currency, when the file name includes one. Invoices delivered without an amount show -.
View, with a View Invoice button that opens the PDF in a new tab.
Pay, with a Pay Now button, when payments are enabled for your store. Payment opens in a new tab, with the invoice number as the reference and the amount already filled in.

A customer with no invoices sees There are no invoices available.

View Invoice links are created fresh each time the page loads and stop working after an hour, so they cannot be bookmarked, saved or forwarded. Reopen the page instead.

Invoices are never emailed about. Unlike the CSV importers, there is no Import log entry and no email when an invoice is skipped, so checking the storefront is the only way to confirm a file arrived. See Email notifications for the imports that do email you.

Overdue invoices can also be chased automatically over WhatsApp — see overdue invoice reminders.

If something goes wrong

A customer sees no invoices at all: check their Customer ID in eCommerce → Users. A customer with a blank Customer ID, or whose ID does not match the folder their invoices were filed under, sees an empty list. Letter case must match. Fix the ID in the customer import or ask your ERP/IT team to correct the folder name. If the Customer ID is correct and invoices were showing before, ask the customer to reload the page and try again shortly — a temporary fault shows the same empty message. If it persists, contact your onboarding manager.
One invoice is missing while the rest appear: its file name does not follow the rules below, so it was skipped. There is no import log for invoices and no failure report, so check the name character by character against the examples.
The Amount column shows a dash: the file name carries no amount, or the invoice number is not digits only. See With amount.
Pay Now uses the wrong reference: payment references allow only letters, digits and hyphens, up to 12 characters. Any other character is stripped out of the invoice number. An invoice number longer than 12 characters is replaced by the customer's Customer ID, so the payment still reaches you but is not matched to that invoice. Ask your ERP/IT team to keep invoice numbers to 12 characters or fewer.
There is no Account option, or no View invoices button, on the storefront: the customer account area is not switched on for this store, so customers cannot reach their invoices. Contact your onboarding manager.
Nothing happens when a customer selects View Invoice or Pay Now: their browser is blocking new tabs. Ask them to allow pop-ups for the store and try again.
The same invoice is listed twice: two files for that invoice were delivered under different names (for example a corrected amount changes the file name). Ask your ERP/IT team to delete the old file; only a file delivered under exactly the same name replaces the previous version.
There is no Pay column: payments are not switched on for this store. See Payments.
An invoice needs to be withdrawn or corrected: ask your ERP/IT team to delete or replace the file. Nothing in the admin panel removes an invoice.
Still not right: contact your onboarding manager with the customer's Customer ID, the invoice number and the file name you expected.

For your ERP/IT team

Invoices can either be delivered as finished PDFs, as described below, or produced by ProConnect from an invoice data feed supplied by your ERP. Ask your onboarding manager which arrangement is set up for your store.

Finished PDFs are delivered to the invoices folder of the store's FTP area — the same access used for automated CSV feeds. If that access does not exist yet, the store's admin staff should contact their onboarding manager.

Folder layout

Inside invoices, create one folder per customer, named with that customer's CUSTOMER_ID from the customer CSV, and place that customer's PDFs inside it:

/invoices/ACME001/2026-01-31-123456-45067.pdf
/invoices/ACME001/2026-02-28-123481-120000.pdf
/invoices/ACME002/2026-01-15-INV-9021.pdf

The folder name must match CUSTOMER_ID exactly, including letter case. Only files ending in .pdf are listed; anything else in the folder is ignored.

Delivering a file with the same name replaces the previous version.
Deleting a file removes that invoice from the storefront.

There is no import log for invoices. A file that does not follow the naming rules below is skipped silently: it never appears on the storefront, no failure report is produced and nobody is emailed. Check names before delivering.

File name format

Two formats are accepted. Both start with the invoice date and must end in .pdf.

With amount

YYYY-MM-DD-INVOICENUMBER-AMOUNT.pdf

The date must be a real calendar date in YYYY-MM-DD format.
The invoice number must contain digits only.
The amount is the invoice total in minor currency units (pence for GBP): digits only, no decimal point and no separators. 45067 means 450.67 in the store's currency. This differs from the money format used by the CSV importers.

Without amount

YYYY-MM-DD-INVOICENUMBER.pdf

The invoice number may contain letters, digits and hyphens.
The Amount column shows -, and Pay Now opens without a pre-filled amount.

An amount is only read when the invoice number is digits only. In 2026-01-31-INV12-45067.pdf the trailing number is not read as an amount: the whole of INV12-45067 becomes the invoice number and no amount is shown. Use a numeric invoice number when the amount should be displayed and pre-filled for payment.

Examples

File name	Result
`2026-01-31-123456-45067.pdf`	Invoice `123456`, dated 31 January 2026, amount 450.67
`2026-01-31-INV-1234.pdf`	Invoice `INV-1234`, dated 31 January 2026, no amount
`2026-01-31-INV12-45067.pdf`	Invoice `INV12-45067`, no amount — see the warning above
`2026-01-31-123456-450.67.pdf`	Skipped — amounts must be minor units with no decimal point
`2026-02-30-123456-45067.pdf`	Skipped — not a real calendar date
`2026-01-31-123456-45067.csv`	Skipped — only PDF files are listed

Keep invoice numbers to 12 characters or fewer, using letters, digits and hyphens only, so the invoice number can be used as the payment reference.

What it does

Invoices puts your PDF invoices on the storefront, so each signed-in customer can open their own invoices and pay them.

When to use it

Use it when customers ask for copies of their invoices, chase what is outstanding, or want to pay an invoice without ringing your accounts team.

Steps

Ask your ERP/IT team to deliver invoice PDFs using the rules in For your ERP/IT team. If invoice delivery has not been set up for your store yet, contact your onboarding manager.
Open eCommerce → Users and note the Customer ID of the customer you want to check. Invoices only reach a customer whose ID matches the folder they were filed under, exactly, including letter case.
On the storefront, sign in as that customer, open Account and select View invoices. Account appears in the storefront menu only when the customer account area is switched on for your store.
Check that the expected invoices are listed, that the amounts are right, and that View Invoice opens the correct PDF.

Invoices are read each time the page is opened, so a new file shows as soon as it has been delivered — reload the Invoices page to check. Files stay available until they are deleted.

What you'll see

The Invoices page lists that customer's invoices, newest invoice date first, 20 to a page:

Invoice Number and Date, both taken from the file name.
Amount, in your store's currency, when the file name includes one. Invoices delivered without an amount show -.
View, with a View Invoice button that opens the PDF in a new tab.
Pay, with a Pay Now button, when payments are enabled for your store. Payment opens in a new tab, with the invoice number as the reference and the amount already filled in.

A customer with no invoices sees There are no invoices available.

View Invoice links are created fresh each time the page loads and stop working after an hour, so they cannot be bookmarked, saved or forwarded. Reopen the page instead.

Overdue invoices can also be chased automatically over WhatsApp — see overdue invoice reminders.

If something goes wrong

A customer sees no invoices at all: check their Customer ID in eCommerce → Users. A customer with a blank Customer ID, or whose ID does not match the folder their invoices were filed under, sees an empty list. Letter case must match. Fix the ID in the customer import or ask your ERP/IT team to correct the folder name. If the Customer ID is correct and invoices were showing before, ask the customer to reload the page and try again shortly — a temporary fault shows the same empty message. If it persists, contact your onboarding manager.
One invoice is missing while the rest appear: its file name does not follow the rules below, so it was skipped. There is no import log for invoices and no failure report, so check the name character by character against the examples.
The Amount column shows a dash: the file name carries no amount, or the invoice number is not digits only. See With amount.
Pay Now uses the wrong reference: payment references allow only letters, digits and hyphens, up to 12 characters. Any other character is stripped out of the invoice number. An invoice number longer than 12 characters is replaced by the customer's Customer ID, so the payment still reaches you but is not matched to that invoice. Ask your ERP/IT team to keep invoice numbers to 12 characters or fewer.
There is no Account option, or no View invoices button, on the storefront: the customer account area is not switched on for this store, so customers cannot reach their invoices. Contact your onboarding manager.
Nothing happens when a customer selects View Invoice or Pay Now: their browser is blocking new tabs. Ask them to allow pop-ups for the store and try again.
The same invoice is listed twice: two files for that invoice were delivered under different names (for example a corrected amount changes the file name). Ask your ERP/IT team to delete the old file; only a file delivered under exactly the same name replaces the previous version.
There is no Pay column: payments are not switched on for this store. See Payments.
An invoice needs to be withdrawn or corrected: ask your ERP/IT team to delete or replace the file. Nothing in the admin panel removes an invoice.
Still not right: contact your onboarding manager with the customer's Customer ID, the invoice number and the file name you expected.

For your ERP/IT team

Folder layout

Inside invoices, create one folder per customer, named with that customer's CUSTOMER_ID from the customer CSV, and place that customer's PDFs inside it:

/invoices/ACME001/2026-01-31-123456-45067.pdf
/invoices/ACME001/2026-02-28-123481-120000.pdf
/invoices/ACME002/2026-01-15-INV-9021.pdf

The folder name must match CUSTOMER_ID exactly, including letter case. Only files ending in .pdf are listed; anything else in the folder is ignored.

Delivering a file with the same name replaces the previous version.
Deleting a file removes that invoice from the storefront.

File name format

Two formats are accepted. Both start with the invoice date and must end in .pdf.

With amount

YYYY-MM-DD-INVOICENUMBER-AMOUNT.pdf

The date must be a real calendar date in YYYY-MM-DD format.
The invoice number must contain digits only.
The amount is the invoice total in minor currency units (pence for GBP): digits only, no decimal point and no separators. 45067 means 450.67 in the store's currency. This differs from the money format used by the CSV importers.

Without amount

YYYY-MM-DD-INVOICENUMBER.pdf

The invoice number may contain letters, digits and hyphens.
The Amount column shows -, and Pay Now opens without a pre-filled amount.

Examples

File name	Result
`2026-01-31-123456-45067.pdf`	Invoice `123456`, dated 31 January 2026, amount 450.67
`2026-01-31-INV-1234.pdf`	Invoice `INV-1234`, dated 31 January 2026, no amount
`2026-01-31-INV12-45067.pdf`	Invoice `INV12-45067`, no amount — see the warning above
`2026-01-31-123456-450.67.pdf`	Skipped — amounts must be minor units with no decimal point
`2026-02-30-123456-45067.pdf`	Skipped — not a real calendar date
`2026-01-31-123456-45067.csv`	Skipped — only PDF files are listed

Keep invoice numbers to 12 characters or fewer, using letters, digits and hyphens only, so the invoice number can be used as the payment reference.

Invoices

What it does

When to use it

Steps

What you'll see

If something goes wrong

For your ERP/IT team

Folder layout

File name format

With amount

Without amount

Examples

On this page

Invoices

What it does

When to use it

Steps

What you'll see

If something goes wrong

For your ERP/IT team

Folder layout

File name format

With amount

Without amount

Examples

On this page