Shopify Auto Invoicing & Inventory

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name: shopify-auto-invoicing-inventory description: Lightweight Shopify order invoicing and inventory operations workflow for detecting new orders, preparing invoice-ready billing data, updating stock tables, and producing simple monthly summaries. Use when building a review-first Shopify back-office process, preparing invoice exports from new orders, reconciling stock after sales, or generating easy e-commerce operations reports for a free ClawHub edition.

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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