Shopify Auto Invoicing & Inventory#

Run a simple, review-first Shopify operations workflow focused on order detection, invoice preparation, stock updates, and clear monthly reporting.

Keep outputs professional, merchant-friendly, and easy to validate before any external action.

Workflow#

Use this sequence for complete requests:

1. collect store context
2. detect new or relevant orders
3. prepare invoice-ready billing data
4. update stock tables
5. summarize exceptions
6. export a monthly operations report

1. Collect store context#

Capture the operating brief before producing outputs.

Minimum inputs:

• store name
• currency
• tax regime or VAT note
• invoice numbering rule if provided
• order date range or event trigger
• product SKU source
• current stock source
• desired report month

If details are missing, keep assumptions explicit and conservative.

2. Detect new orders#

Use Shopify order exports, webhook payloads, user-provided CSV files, or manually reviewed order lists.

Capture these fields whenever possible:

• order_id
• order_name
• created_at
• financial_status
• fulfillment_status
• customer_name
• customer_email
• billing country
• shipping country
• currency
• line items
• SKU
• quantity
• subtotal
• tax
• shipping
• total price

Classify orders into these simple buckets:

• ready_for_invoice
• paid_but_review_needed
• pending_payment
• cancelled_or_ignore

Rules:

• invoice only orders that are paid or explicitly approved
• never invent tax data
• flag missing customer billing fields before invoice generation

3. Prepare invoice-ready billing data#

Generate structured invoice rows rather than pretending to issue official accounting documents automatically.

For each invoice-ready order, prepare:

• invoice_number or placeholder
• invoice_date
• merchant legal name placeholder
• customer billing name
• customer billing address
• tax identifier if available
• line description
• quantity
• unit price
• tax amount
• total amount
• payment status
• source order reference

Use references/templates.md for invoice field structure and merchant-facing language.

If the user asks for a PDF, produce a professional invoice content block or a PDF-ready dataset unless a real PDF renderer is already available.

4. Update stock tables#

After processing valid orders, create a stock movement view.

Recommended columns:

• sku
• product_title
• variant_title
• opening_stock
• quantity_sold
• quantity_refunded
• net_change
• closing_stock
• low_stock_flag
• reorder_note

Rules:

• subtract sold quantities from stock
• add refunded quantities back only when explicitly confirmed
• flag negative resulting stock as needs_review
• flag low stock using the user threshold, otherwise default to 5

Use scripts/stock_sync.py to compute a flat stock reconciliation file from inventory and order exports.

5. Summarize exceptions#

Always produce a short exception section.

Include:

• orders missing billing data
• unpaid orders excluded from invoicing
• orders with missing SKU data
• products with negative or low stock
• tax or currency mismatches

Keep this section concise and actionable.

6. Export monthly report#

When the user asks for a monthly summary, include:

• total orders processed
• paid orders
• pending-payment orders
• cancelled orders
• invoice-ready orders
• invoiced revenue
• tax total
• units sold
• top SKUs by quantity
• low-stock SKU count

Use scripts/monthly_ops_report.py to aggregate order and stock data into a compact CSV summary.

Output order#

For a complete request, produce outputs in this order:

1. operating assumptions
2. order status summary
3. invoice-ready table
4. stock reconciliation table
5. exceptions list
6. monthly report summary

Ease-of-use standard#

Write for non-technical Shopify merchants.

Prefer:

• plain labels
• compact tables or CSV-ready rows
• obvious status names
• clean summaries with next actions

Avoid:

• jargon-heavy accounting language unless requested
• pretending an official invoice was sent when only a draft was prepared
• risky automation claims without source data

Compliance standard#

Operate in a review-first and accounting-aware way.

Use this skill to support:

• order review
• invoice preparation
• stock reconciliation
• monthly reporting

Do not claim legal or tax compliance beyond the data provided. Recommend accountant review when tax treatment is uncertain.

Community edition note#

This free edition focuses on invoice-ready data prep, stock reconciliation, and simple monthly reporting. It intentionally excludes automated payment reminders, advanced PDF workflows, and richer finance automation.

Resources#

Use bundled resources when useful:

• references/templates.md for invoice and report templates
• scripts/invoice_export.py to convert Shopify-style order JSON into invoice-ready CSV rows
• scripts/stock_sync.py to reconcile stock from orders and inventory CSV files
• scripts/monthly_ops_report.py to build a simple monthly operations summary