Mastering Invoices on BigCommerce: Your Guide to Sending Payable Orders

For merchants transitioning from platforms like Shopify or those who frequently manage custom, phone, or assisted sales, the ability to effortlessly send payable invoices directly to customers is a critical workflow. At Big Migration, we frequently encounter questions about replicating Shopify's familiar "draft order send invoice" functionality within BigCommerce. A recent discussion on the BigCommerce community forum perfectly encapsulated this challenge, offering valuable insights into native capabilities and integrated solutions.

BigCommerce's Native Approach to Payable Orders

The core of the initial query revolved around BigCommerce's equivalent to Shopify's "send invoice" flow. While not explicitly termed "draft invoices," BigCommerce offers a robust native method that serves a similar purpose for retail customers. When you create an order manually in your BigCommerce control panel, you can set its status to "Awaiting Payment." Upon saving, the system generates a unique "Order Invoice URL."

This secure link, when shared with your customer, directs them to a dedicated page where they can securely complete payment using any of the payment gateways enabled on your store. Functionally, it's a direct path for customers to pay for an order that was initiated offline, over the phone, or as a custom quote. It’s a straightforward solution for occasional manual orders, ensuring the payment process is integrated with your store's existing checkout infrastructure.

However, as highlighted in the forum thread by Kristin, a common point of friction can be the requirement for customers to log in or create an account to access and pay for these orders. While this is excellent for building customer profiles and encouraging repeat business, it can sometimes be a hurdle for customers seeking a quick, guest-checkout-like experience for a one-off invoice. This user experience aspect often drives merchants to seek more flexible alternatives.

Beyond Native: When to Seek Enhanced Invoicing Solutions

While the native "Awaiting Payment" URL is effective for basic scenarios, many businesses, especially those with high-volume assisted sales or specific operational needs, require more sophisticated invoicing capabilities. The BigCommerce community discussion illuminated several key drivers for exploring enhanced integration:

• Branding and Customization: Merchants often desire a more professional, branded invoice experience that aligns with their store's aesthetic, rather than a generic payment link.
• Partial Payments: For larger orders or custom projects, the ability to accept partial payments or deposits is crucial.
• Payment Reminders: Automated or manual reminders for overdue invoices can significantly improve cash flow and reduce administrative burden.
• Net Terms: Essential for B2B operations, offering net 30, 60, or 90-day payment terms requires specialized tracking and management.
• Customer Portal Access: Allowing customers to view their order history, outstanding invoices, and manage payments through a self-service portal enhances the customer experience and reduces support queries.
• High-Volume Assisted Sales: Businesses that frequently process orders via phone, email, or in-person interactions need efficient tools to generate and send invoices at scale.

This is where BigCommerce's robust app ecosystem and specialized editions come into play. Many apps, even those branded for "B2B," offer functionalities that are highly beneficial for retail businesses needing advanced invoicing.

Leveraging BigCommerce Apps and B2B Edition for Advanced Invoicing

For those needing more than the native URL, BigCommerce offers several powerful avenues:

BigCommerce B2B Edition

As Daniel Olvera from Trepoly.com pointed out in the forum, BigCommerce's dedicated B2B Edition natively integrates advanced invoicing features. This includes company accounts, custom price lists, quick reordering, and crucially, sophisticated invoicing and payment options tailored for business-to-business transactions. While designed for B2B, its comprehensive feature set can certainly benefit retail merchants with complex invoicing needs, offering a fully integrated platform experience.

Third-Party Invoicing Apps

The BigCommerce App Marketplace hosts a variety of invoicing solutions. While many are indeed marketed towards B2B, several can be configured to suit retail workflows. These apps typically offer:

• Branded Invoice Generation: Create professional, customizable invoices that can be sent directly to customer inboxes.
• Flexible Payment Links: Generate "pay now" links that might offer more direct payment options or bypass the login requirement, depending on the app.
• Integration with Accounting Software: Seamlessly sync invoice data with popular accounting platforms like QuickBooks or Xero, streamlining your financial operations.
• Automated Reminders and Workflows: Set up automated emails for invoice due dates, partial payments, and payment confirmations.
• Customer Portals: Provide a dedicated space for customers to manage their invoices and payments.

Solomon Lite from the forum highlighted that the key difference with these apps often lies in how the payment link is generated and whether it routes through the standard checkout or a more specialized payment portal. It’s essential to evaluate apps based on whether you need accounting-style invoices, a simple "pay now" email, or a full customer self-service portal.

// Example of a basic API call to create an order (simplified)
// In a real scenario, you'd use the BigCommerce API for orders
// and potentially integrate with an invoicing app's API.
{
  "customer_id": 123,
  "products": [
    {
      "product_id": 456,
      "quantity": 1,
      "price": 99.99
    }
  ],
  "status_id": 7, // 7 typically means "Awaiting Payment"
  "billing_address": { ... },
  "shipping_addresses": [ { ... } ]
}

Choosing the Right Invoicing Solution for Your BigCommerce Store

The "best" solution isn't one-size-fits-all. When migrating to or optimizing your BigCommerce store, consider these factors:

• Frequency of Invoices: For occasional custom orders, the native "Awaiting Payment" URL might suffice. For frequent, high-volume assisted sales, an app or B2B Edition is likely necessary.
• Customer Experience: Do your customers prefer a quick payment link without logging in, or is a secure customer portal with order history more valuable?
• Feature Requirements: Do you need partial payments, net terms, automated reminders, or integration with specific accounting software?
• Budget: Native solutions are free. Apps come with varying subscription costs, and BigCommerce B2B Edition is a premium offering.
• Integration Complexity: Are you looking for a plug-and-play solution, or do you have the resources for more custom API integrations if needed?

At Big Migration, we specialize in helping businesses navigate these choices. Understanding your unique sales workflow, customer base, and future growth plans allows us to recommend and implement the cleanest, most efficient invoicing setup for your BigCommerce store. Whether it’s optimizing native features, integrating a powerful third-party app, or leveraging the full capabilities of BigCommerce B2B Edition, we ensure your invoicing process is seamless and supports your business objectives.

Sending payable invoices on BigCommerce, whether for custom orders, B2B clients, or retail customers, offers flexible solutions. While the native "Awaiting Payment" URL provides a functional starting point, the BigCommerce ecosystem, including its B2B Edition and a wealth of third-party apps, provides advanced capabilities for branding, payment flexibility, and workflow automation. By carefully assessing your specific needs, you can choose the right approach to streamline your invoicing process and enhance your customer experience on BigCommerce.

Ready to optimize your BigCommerce invoicing workflow or planning a migration? Contact Big Migration today for expert guidance tailored to your business.