Want to give your vendors a professional way to send invoices to customers? WC Vendors Pro includes a built-in PDF invoice feature that lets each vendor send a branded invoice directly from their order dashboard. This article walks you through enabling the feature and customising the email.
What are per-vendor invoice emails?
When this feature is turned on, a Send Invoice button appears on each order in a vendor’s order list. The vendor clicks it, and the customer receives an email with a PDF invoice attached—showing only that vendor’s items from the order.
If a customer bought from multiple vendors in one order, each vendor can send their own separate invoice. The customer gets one email per vendor, each with its own PDF.
The PDF invoice includes the vendor’s shop name and logo (if set), their contact details, a list of the customer’s items, and the full totals breakdown including any shipping and tax that apply.
Requirements
You’ll need the following in place before enabling vendor invoices:
- WC Vendors Pro installed and activated
- WooCommerce installed and active
Step 1 – Enable PDF invoices
- In your WordPress admin, go to WC Vendors → Settings → Capabilities → General.
- Scroll down to the Pro Features section. Check the box next to PDF Invoices.
- Click Save changes. Vendors can now see a Send Invoice button on their orders.
Step 2 – Customise the email (optional)
The email customers receive uses default subject and heading text. You can change both from the WooCommerce email settings.
- Go to WooCommerce → Settings → Emails.
- Find Vendor Invoice in the email list and click Manage.
- Tick Enable this email, then update the Subject and Email heading fields as needed.
- Click Save changes when you’re done.
Default values and available placeholders:
- Default subject: Your invoice from {shop_name} for order #{order_number}
- Default heading: Invoice from {shop_name}
{shop_name}— the vendor’s shop name (set in their store profile){order_number}— the WooCommerce order number that includes the vendor’s items
How vendors send invoices
Invoices are sent manually by vendors. They aren’t sent automatically when an order is placed. Once you enable the feature, a Send Invoice button appears on each order row in the vendor’s order dashboard.
The vendor clicks Send Invoice to send the email to the customer. Once sent, the button changes to Resend Invoice so the vendor can send it again if needed.
What the customer receives
When a vendor sends an invoice, the customer gets an email with the subject Your invoice from [Vendor Shop Name] for order #[Order Number]. The PDF invoice is attached directly to the email.
The email body confirms the invoice is from that specific vendor and includes the vendor’s contact details such as address, phone, and email—if the vendor has filled in their store profile.
The attached PDF shows the vendor’s logo (if set), a full breakdown of the customer’s items, and the totals including shipping and tax where applicable.
Vendor store information on the invoice
The invoice pulls the vendor’s details from their store profile: shop name, logo, address, phone, and email. If a vendor hasn’t completed their profile, those fields will be blank or missing on the invoice.
Encourage your vendors to fill in their store profile before sending invoices. They can do this from their vendor dashboard under Store Settings.
Troubleshooting
The Send Invoice button doesn’t appear on vendor orders.
Confirm PDF Invoices is ticked under WC Vendors → Settings → Capabilities → General → Pro Features and that the vendor has at least one order containing their items.
The customer didn’t receive the invoice email.
Confirm the Vendor Invoice email is enabled in WooCommerce → Settings → Emails and check your store’s mail-sending setup (SMTP or host mail configuration).
The PDF is missing the vendor’s logo or contact details.
The vendor needs to complete their store profile. They can do this from their vendor dashboard under Store Settings — see the Vendor store information on the invoice section above.
Frequently asked questions
Do vendors send invoices manually or are they sent automatically?
Manually. The Send Invoice button appears on each order in the vendor’s order list once you enable the feature. The customer only receives the invoice when the vendor clicks the button.
What happens if a customer buys from multiple vendors in one order?
Each vendor handles their own invoice separately. The customer receives one invoice email per vendor, each containing only that vendor’s items. Vendors send them independently of each other.
Can I customise the PDF invoice design?
Yes, using WooCommerce’s template override system. Copy templates/invoices/pdf-invoice.php from the WC Vendors Pro plugin folder into your theme at wc-vendors/invoices/pdf-invoice.php. Edits there won’t be overwritten when the plugin updates.
Need help?
If you have a question or run into any issues, we’re here to help.
- Premium users: Open a support ticket
- Free users: Visit our community forum