E-invoices and PDF invoices from WooCommerce: Finbite and others

A WooCommerce shop selling to Estonian companies usually has two problems with invoices. First, the WooCommerce order confirmation is not an invoice: it has no invoice number, no seller registry code or VAT number, no VAT rate per line and no due date, so the accountant creates invoices by hand afterwards. Second, business customers increasingly ask for an e-invoice that lands directly in their accounting software rather than a PDF attached to an e-mail. Since 1 July 2025 an Estonian buyer who has registered as an e-invoice recipient in the e-Business Register may demand an e-invoice from the seller; whether and which of your customers this concerns is something to confirm with your accountant.

We set the shop up so that every order automatically produces a correct PDF invoice, attached to the order e-mail and downloadable from the customer account, and business customers who need an e-invoice receive a machine-readable invoice through an Estonian e-invoice operator such as Finbite (formerly Omniva Arvekeskus) or Unifiedpost (formerly Fitek). We do the technical setup; the content of the invoices, the tax rates and the accounting side are confirmed by your accountant.

What the work includes

• Invoice plugin and template. We install and configure a PDF invoice plugin (for example WooCommerce PDF Invoices & Packing Slips) and adapt the template to your logo, company details and shop languages. The invoice shows the seller’s name, registry code, VAT number, address and IBAN, the buyer’s details, invoice number and date, due date, and the VAT rate and amount for every line.
• Invoice number series. The invoice number is separate from the order number and sequential without gaps: the invoice is created when the order is confirmed, not for every abandoned cart. We agree the format and starting number so the series continues your existing numbering.
• VAT rules. We configure WooCommerce tax classes so that the standard rate and exceptions are calculated correctly per line and the invoice shows VAT totals by rate. For a VAT-registered business in another EU member state the reverse charge applies: the buyer’s VAT number is checked against VIES and the invoice is issued with 0% VAT and the required note.
• Credit notes. For a refund or partial cancellation a credit note is generated that refers to the original invoice and has its own number series.
• Invoice to the customer. The PDF is attached to the order e-mail and can be downloaded from the customer account under orders. You can resend or bulk-download the same invoices from the admin panel.
• E-invoice operator connection. We connect the shop to the API of Finbite, Unifiedpost or another operator so that invoices for flagged business customers are sent automatically as e-invoices. If your accounting software is already linked to an operator, it may be more sensible to send e-invoices from there; we decide on the route after the review.
• Mapping of order data. We define how order data – the buyer’s registry code, lines, quantities, prices, tax rates, discounts and shipping – maps to the fields of the e-invoice XML under the European standard EN 16931. We add checkout fields for the company name, registry code and VAT number.
• Test invoices with your accountant. We generate invoices and credit notes from test orders, go through them with your accountant and send a test e-invoice to make sure it arrives through the operator and opens correctly in the recipient’s software.

Typical situations

A wholesale shop whose key account or public-sector customer has registered as an e-invoice recipient and no longer accepts PDF invoices. An accountant who creates invoices by hand in the accounting software from WooCommerce orders and spends days on it every month. A shop selling to EU companies that calculates VAT wrongly because the VAT number is not checked at checkout. A shop with gaps in its invoice numbering because the plugin created an invoice for every order, including cancelled and unpaid ones.

What we need from you

• Access to the WordPress admin panel and, if needed, the server.
• Company details: registry code, VAT number, IBAN, logo and invoice languages.
• Your accountant’s contact and a decision on the starting number of the series and whether you need credit notes.
• The e-invoice operator contract and API keys, or access to the accounting software, if we send e-invoices.
• Confirmation of the VAT rules: which products are exceptions and whether you sell to companies in other EU countries.

What is not included

• Accounting and tax advice: when to apply the reverse charge or how to book an invoice is for your accountant to say.
• Signing the operator contract and its fees – you sign with Finbite or Unifiedpost yourself; we guide you if needed.
• Syncing orders and invoices into accounting software – that is a separate service, see Merit Aktiva integration or SmartAccounts integration.
• Setting up payment methods and parcel lockers – see Estonian payments and parcel lockers in WooCommerce.

Who it suits

It suits a WooCommerce shop that sells at least partly to companies and wants a correct invoice for every order without manual work. If your prices, stock and invoices live in Directo or Erply, start with the Directo integration instead; if business customers need their own price lists and payment by invoice with a due date, the right starting point is the B2B shop.