Handle Invoice Requests Efficiently

As a Bol.com seller, you regularly receive invoice requests. Customers need an invoice for their administration, business purchases, or tax returns. While this is a standard part of e-commerce, manually handling invoice requests can be quite time-consuming.

How Do Invoice Requests Work on Bol.com?

When a customer needs an invoice, they can request it through Bol.com. You then receive a notification in the seller portal. You have a limited time to respond with the invoice.

The manual process often looks like this:

1. Receive notification in the Bol seller portal
2. Look up the order in your own system
3. Manually create invoice (or fill in template)
4. Upload invoice to Bol.com
5. Wait for confirmation

Per invoice request, this quickly takes 5-10 minutes. With multiple requests per day, this adds up.

Why Customers Request Invoices

Invoice requests don't only come from business customers. Private individuals also have reasons:

• Business purchases: For accounting and VAT deduction
• Expense claims: For employers or insurance
• Warranty claims: As proof of purchase
• Tax returns: Deductible expenses
• Administration: Simply keeping records organized

What Should Be on an Invoice?

A correct invoice contains at minimum:

• Your company name and address
• Your Chamber of Commerce number
• Your VAT number
• Invoice number and date
• Customer details
• Product description
• Price excluding and including VAT
• VAT amount and percentage

Save Time with Automation

Most modern e-commerce systems can automatically generate invoices. In Shopify, for example, an invoice is automatically created for each order with all required data.

With BolSync, Bol.com orders are automatically imported into Shopify, including all customer data. When a customer requests an invoice, you already have it ready in your system.

The Automated Process

1. Order automatically comes into Shopify
2. Invoice is automatically generated
3. On invoice request: invoice is already ready
4. Download and upload to Bol.com

This saves you from manually creating invoices - the invoice already exists.

Tips for More Efficient Handling

Standardize Your Invoice Template

Make sure your template contains all required data and is consistent. This prevents errors and questions afterward.

Keep a Copy

Always keep a copy of sent invoices. This is not only legally required but also handy for questions.

Respond Quickly

The faster you respond to invoice requests, the happier the customer. Additionally, your response time counts toward your seller performance.

Automate Where Possible

Let your system do the heavy lifting. Automatic invoice generation saves time and prevents errors.

"Since all my orders are automatically in Shopify, handling an invoice request is a matter of downloading and uploading. Previously, it took me minutes."