How to send separate PDF invoices for each vendor

When a customer places an order with multiple vendors, each vendor can send them a separate PDF invoice covering only their products. WC Vendors Pro lets vendors do this directly from their dashboard. This guide shows you how to turn on the feature, choose the branding and contact details on the invoice, and send invoices from the vendor dashboard.

What you’ll need

• WooCommerce, installed and active
• WC Vendors (free), installed and active
• WC Vendors Pro version 2.0.9 or later, installed and active
• WordPress admin access to enable the capability

Step 1: Enable PDF invoices

This feature is off by default. An admin needs to turn it on before vendors can use it.

1. In your WordPress admin, go to WC Vendors → Settings.
2. Click the Capabilities tab.
3. Click Invoice in the sub-navigation under the tabs.
4. Check PDF Invoices.
5. Click Save changes.

Once enabled, vendors see a Send Invoice action on each order in their dashboard.

Optional: Use marketplace branded invoices

By default, the invoice header shows the vendor’s own logo, shop name, and contact details. If you want every invoice to carry your marketplace brand instead, turn on marketplace branding. You find these settings in the same Invoice section, under the PDF Invoices checkbox.

1. Check Marketplace Branded Invoices.
2. Optional: Next to Invoice Logo, click Select Image.
3. In the media library, choose the logo you want on invoices and click Select Image.
4. Optional: Enter a number in Invoice Phone.
5. Optional: Enter an address in Invoice Email.
6. Click Save changes.

With this setting on, the PDF invoice header uses these marketplace details:

• Name: your site title from Settings → General in WordPress.
• Logo: the Invoice Logo image. If you leave it empty, your site logo is used.
• Address: the store address from WooCommerce → Settings → General.
• Phone: the Invoice Phone number. If you leave it empty, no phone number shows.
• Email: the Invoice Email address. If you leave it empty, your WordPress admin email is used.

The footer of the PDF still names the vendor: This invoice is for items sold by [vendor shop name] only. Marketplace branding changes the PDF only. The email that carries the PDF still uses the vendor’s shop name and shows the vendor’s contact details.

Optional: Choose which fields appear on the invoice

The Invoice Fields section, below the branding settings, controls which contact details appear on the invoice. All fields are on by default. Uncheck a field to hide it, then click Save changes.

• Invoice Vendor Logo: shows the logo in the PDF header.
• Invoice Shop Name: shows the shop name in the PDF header and in the email contact details.
• Invoice Store Address: shows the store address in the email and PDF.
• Invoice Phone Number: shows the phone number in the email and PDF.
• Invoice Email Address: shows the email address in the email and PDF.

These options work with or without marketplace branding. Hiding the shop name removes it from the PDF header and the email contact details. The vendor’s shop name still shows in these places:

• The email subject.
• The email heading.
• The opening line of the email, for example Your invoice from [Shop Name] for order #[Order Number] is attached.
• The note below the item list in the email: Items sold by [Shop Name] only.
• The PDF footer: This invoice is for items sold by [Shop Name] only.

If you renamed “Vendor” in your WC Vendors settings, the logo option uses your custom name, for example Invoice Seller Logo.

Step 2: Send an invoice from the vendor dashboard

1. From the vendor dashboard, click Orders in the left navigation.
2. Find the order you want to invoice and click Send Invoice in the row actions.

After the email sends, the button changes to Resend Invoice.

What the customer receives

The customer gets an email with a PDF invoice attached. The email comes from your marketplace’s WooCommerce email sender, which is the “From” name and “From” address in WooCommerce → Settings → Emails. The subject, heading, and contact details in the email use the vendor’s details. By default, the subject line reads: Your invoice from [Shop Name] for order #[Order Number].

The PDF covers only that vendor’s products from the order. The header shows a logo, a name, and contact details. These come from the vendor’s store profile, or from your marketplace details if Marketplace Branded Invoices is on. The Invoice Fields settings control which of these details appear.

Below the header, the PDF shows the customer’s billing address and a full line-item breakdown. Subtotal, shipping, and tax are listed separately, then a grand total. Shipping and tax only appear if the marketplace admin has configured WC Vendors to pass those amounts to vendors.

Each invoice has a unique number in the format WCV-[order ID]-[vendor ID].

Frequently asked questions

The Send Invoice button isn’t showing up in the vendor dashboard. What’s wrong?
Go to WC Vendors → Settings → Capabilities → Invoice, check PDF Invoices, and click Save changes. If it’s already enabled, check that the vendor’s account is fully approved. Pending vendors won’t see the button.

Can vendors customise the invoice with their logo and address?
Yes. The vendor’s logo and contact details on the PDF are pulled from their store profile. Vendors can update their store icon, address, and phone from their store settings in the vendor dashboard. The email shown on the invoice follows the vendor’s WordPress account email. If Marketplace Branded Invoices is on, the PDF header shows your marketplace details instead.

Can I hide vendor contact details from customers?
Yes. Go to WC Vendors → Settings → Capabilities → Invoice. In the Invoice Fields section, uncheck the details you want to hide, such as Invoice Phone Number or Invoice Email Address. This hides them on both the PDF and the email. To show your marketplace details in the PDF header instead of the vendor’s, check Marketplace Branded Invoices.

Can a vendor send the invoice more than once?
Yes. After the first send, the button changes to Resend Invoice. Vendors can resend at any time if the customer didn’t receive it or requests another copy.

Need help?

• Premium users: Open a support ticket
• Free users: Visit our community forum