How to generate marketplace sales invoices from sale data

Registered, high-volume sellers can't treat invoicing as optional admin. Your accountant, your tax authority and sometimes your buyers expect invoices. They have to be consistent every time: right company details, right numbering, right VAT treatment. At a few sales a month that's a manual chore. At a few hundred it's a liability if you do it by hand.

The aim is to generate invoices from data that already exists. The document is then correct because the sale was correct.

RestocksAIO builds each invoice from the confirmed sale. Marketplace, SKU, size, payout and currency come from the sale itself and aren't retyped. You can generate for a date range in Normal mode. Or you can load a marketplace Sale History CSV when you need to invoice a specific batch. Invoices are generated in batches, not one document at a time.

The generator offers several invoice types. The site and your accounting needs decide which one you use. Summary merges all sales into a single invoice. SummaryByCashout produces one invoice per cashout (StockX and Alias). SummaryByVatRates splits sales into B2B and VAT (Alias). Individual writes one invoice per sale. Simplified rolls everything into one summed line.

You also choose where the source data comes from. Normal generation works from a date range on the selected site. Or you load a marketplace Sale History CSV to invoice a precise batch. StockX, for instance, exports a VAT file. A custom template covers anything bespoke, including StockX buyer invoices. One limit to know: Alias invoicing reads cashouts to derive the EUR rate, so a period without cashouts can't be invoiced in EUR (use Alias USD Only if you need USD). Pick the type up front and a month's invoices stay consistent. Your accountant then doesn't have to reconcile a mix of types.

In practice the type follows the platform. For StockX and Alias, SummaryByCashout aligns each invoice to a cashout, which is usually what your accountant wants for reconciliation. Alias also offers SummaryByVatRates to split B2B from VAT sales in one run. For a monthly export where per-sale detail isn't needed, Summary or Simplified keep the document count low. Where a buyer or platform expects one invoice per order, use Individual.

Whatever the type, the data behind it is the confirmed sale. Marketplace, SKU, size, payout and currency come from the order and aren't typed again. That's why batch generation is safe at volume. The documents are correct because the sales are correct, not because someone proofread a hundred templates. The careful work is confirming and tracking sales accurately. Generating the invoices is the easy part.

A simple monthly routine works well. Load and reconcile the period's paid sales and pick the type your accountant prefers. Generate the invoices, with entry certificates included for qualifying B2B sales. Then push them to your accounting tool and archive the batch. Alias and WeTheNew, the B2B platforms, both expect invoices sent roughly monthly. A fixed monthly run matches what those marketplaces ask for.

You may run more than one selling entity, or one entity across different VAT situations. Business profiles keep them separate. Each profile holds its own company details, numbering and VAT mode. An invoice always carries the right identity and the right tax treatment for the sale it covers.

Profiles also support invoice presets in several languages (English, Español, German, Polish). That matters when you sell into several European markets and your documents need to read correctly for each buyer.

Two smaller settings save time at volume. The Creation Date sits on the Generate panel and defaults to today, but you can set a new date for each run. That's useful when you backdate invoices for a past period or align several batches to one accounting date. You don't need to edit a preset.

Invoice Presets are the language packs your documents print in: English, Español, German and Polish. That matters when you sell into several European markets and each buyer's invoice needs to read correctly. These four defaults can't be edited or deleted. Saved custom presets can add further entries. Pressing Edit Preset makes a copy. Each preset has an invoice description box for standing text, such as the wording that marks an invoice as B2B. Set the language, the dates and the description once per profile. Every generated invoice then uses them, and you don't put each one together by hand.

The costly invoicing mistakes are rarely a wrong total. They're a margin-scheme sale that produces a standard-VAT invoice, or numbers that don't match the entry certificate. VAT mode is set per profile and per controller. The same treatment then applies in every other part of RestocksAIO.

Because the VAT mode is set on the profile, you set it once and every generated invoice inherits it. That consistency is worth more than any single document being perfect.

The Invoice Dialog only creates invoices for PAID sales. That's correct, but it has a catch. A sale that was still pending at quarter-end never gets invoiced unless you go back for it. Miss enough of those and your invoiced revenue no longer matches your real revenue.

There's a workflow to catch them. Generate across two quarters, the current one and the previous one. Tick "Import old CSV to remove dupe" and import the prior quarter's CSV. The tool then shows only the sales that weren't on that earlier CSV. Previously-pending sales appear, and nothing you've already invoiced is duplicated.

For intra-Community B2B supplies, the sale needs more than an invoice. German sellers shipping into another EU country need an entry certificate, the Gelangensbestätigung. It proves the goods crossed the border and qualify for VAT exemption under §17a UStDV. With the Entry Certificate checkbox enabled, RestocksAIO generates it alongside your invoices when you run generation for qualifying sales, such as StockX deliveries to its Netherlands authentication centre.

The certificate is built from the same sales data as the invoice, so its figures match. It has supplier and customer VAT IDs, quantities, and the place and month of entry. It also has an itemised attachment with order IDs, SKUs, sizes, delivery dates and tracking numbers. The invoice and the certificate that has to agree with it come out of one run, already consistent. The VAT guide in this cluster covers this in full.

Generated invoices don't have to stay in the app. They push straight into LexOffice, SevDesk, Fakturownia or Infakt. The invoice generated from the sale lands in the tool your accountant works in, with no re-export and no copy-paste.

RestocksAIO generates VAT-aware invoices and pushes them to those tools. It doesn't file your VAT return. That stays with your accountant or accounting software. You get a consistent invoice for every sale, next to the entry certificates, labels and proof of delivery in the documentation suite.