Integration

[FAQ] Integration of InvoiceOcean with WooCommerce

Last updated: 2025-01-22

In this post, you will find the most frequently asked questions about integrating InvoiceOcean with WooCommerce. Check if a solution to your problem is available among the questions (FAQ) commonly asked by users.

Invoices are not being issued.
How to add default notes on invoices?
The VAT rate 'exempt' is not being applied on the invoices.
An API-related message appears when trying to install the application.
How to display the VAT ID on an invoice?
How to use plugins that offer the "other invoice details" checkbox?

Invoices are not being issued.

Below are the most common reasons:

The InvoiceOcean user utilizing the integration has not filled in the company details located under Settings > Company/department.
During the order placement, the buyer's VAT ID was entered incorrectly.
The order status in WooCommerce does not match the status set in InvoiceOcean under Settings > Integrations and Add-ons > E-commerce > WooCommerce > Activate

How to add default notes on invoices?

Default notes on invoices can be set under Settings > Company/department Then, select the company and fill in the Default note on invoices field in the details.

The VAT rate 'exempt' is not being applied on the invoices.

To ensure the exempt VAT rate is applied correctly on invoices, follow these steps:

1. First, set the default VAT rate in InvoiceOcean under Settings > Company/department > Edit Company (simply click on the company name). In the Documents section, write exempt in the Default Tax Rate on Documents for this department field.

2. Configure the 'exempt' rate in WooCommerce as a separate tax class for products. This ensures that products on the invoice will also have this rate applied.

3. Create an additional tax class as follows:

Go to WooCommerce > Settings > Tax > Tax Options > Additional Tax Classes and add 'exempt' (or similar).
After saving the changes, an additional tab called Rates:Exempt should appear.

Important! Leave the details of this tax class blank (do not create any additional rows)

4. Next, when creating a product, select the Taxable rate and the Exempt tax class.

An API-related message appears when trying to install the application

If you see the message 'We cannot connect to the API of your WooCommerce store. Contact the administrator at info@invoiceocean.com', it means that the WooCommerce settings are not allowing a connection to the store's API. In this case, follow these steps:

1. First, check the box Enable the legacy REST API under WooCommerce > Settings > Advanced > Legacy API.

2. Enable it in Settings > Permalinks, go to the Common Settings tab, and select a permalink structure other than Simple. You can choose, for example, Post name

3. Official instructions from WooCommerce can be found at the following links:

4. If you have WooCommerce version 9.0 or higher, the following links may be useful for you or your administrator:

How to display VAT ID on the invoice?

The VAT ID on invoices is set on the WooCommerce side.

1. Go to the Plugins tab and click Add New.
2. Find the plugin Checkout Field Editor for WooCommerce.
3. Install and activate it

4. Go to the Checkout Form tab.
5. Add a new field.
6. Fill in the field according to the template.

7. Save.
8. Now, customers will have the option to enter their VAT ID (NIP), which will appear on the generated invoices.

How to use plugins that offer the "other invoice details"checkbox?

To use plugins in WooCommerce that offer additional fields, such as the checkbox 'other invoice details' or 'issue invoice to company", follow the instructions below:

1. Install and activate the plugin, such as Flexible Checkout Fields.
2. Go to the plugin settings, add a checkbox named 'Additional sections' and enter the new fields (company name, VAT ID, company address, company postal code, and company city)
3.It is important to set the field names according to the list below:

• Company Name - _billing_company_name
• VAT ID - _billing_tax_no
• Company Address - _billing_company_address
• Company Postal Code - _billing_company_postcode
• Company City - _billing_company_city

4. Once these names are set, you can be sure that when the customer checks the checkbox, the invoice will be generated with the correct details.

5. If you experience any issues using the plugins, it is advisable to contact the plugin creators or consult the plugin documentation for more information about settings and configuration.

Didn't find the answer to your questions? Contact us at info@invoiceocean.com

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