¶ Automation of documents, rules, and workflow
Automation of document processing (invoices, proforma invoices, credit notes, payments) significantly speeds up administration and order handling in the eshop. Fynode allows you to set advanced rules and workflows for issuing, sending, and matching documents according to your needs.
- Includes automatic issuance of an invoice, proforma invoice, or credit note upon a defined event (e.g., after creating an order, after payment, after changing status...)
- Automatic sending of an email with the document to the customer
- Automatic matching of payment to the document and recording of payments
- Bulk processing of documents based on defined conditions and intervals
- Automation rules can be configured in the Settings - Accounting system section after selecting the specific integration.
- Selected scenarios:
- Issue an invoice upon order creation
- Issue an invoice only after order payment
- Create a proforma invoice for pre-paid orders, official invoice after payment
- Automatically issue a credit note upon order cancellation/storno
- Automatically mark an invoice as paid after matching with bank payment
- Filtering can be set based on delivery method, payment type, order status, and other parameters.
- The order arrives in the system.
- The system issues an invoice when the status changes to "shipped".
- When the payment is uploaded (e.g., upon courier delivery), the invoice is automatically marked as paid and an email is sent to the customer.
¶ Example 2: Pre-invoice and official invoice for prepayment
- The order is created with prepayment (bank transfer/card).
- The system automatically issues a proforma invoice and sends an email to the customer.
- After recording the payment (bank matching, manual, or automatic), the system issues an official invoice, marks the order as "paid," and sends the document.
¶ Example 3: Credit note and order cancellation
- The order is canceled (e.g., return, complaint).
- The system allows issuing a credit note either manually or automatically according to the settings.
- Test the workflow first on a test order.
- Properly set rules for each "status" of the order; this prevents missing invoices.
- When integrating with the bank and automatic matching, ensure variable symbols and amounts are uniquely matched.
- Use special fields, templates, and macros in documents to automatically fill in data from the order (order number, customer name, delivery method, etc.).
¶ 5. Common errors and their solutions
- Not all documents are issued: Check correct rule settings (order status, delivery/payment method, automation timer).
- Missing payment synchronization: Verify that the bank/payment gateway is properly connected and payment numbers are clearly matched to orders.
- Incorrect document numbering: Check number series and formats in the integration settings for each accounting system.
- Creating custom workflows combining conditions as desired (e.g., special invoice types based on product brand, customer country, or segment).
- Automating export of invoices for the accountant at regular intervals.
- For advanced needs, API and webhooks of the platform can be used (if your account supports it).
Automation of documents and workflows in Fynode will help relieve your administrative team, speed up order processing, and reduce errors. Always thoroughly test settings on test data before going live!