shopify-auto-invoicing-inventory

# Shopify Auto Invoicing & Inventory Run a simple, review-first Shopify operations workflow focused on order detection, invoice preparation, stock updates, and clear monthly reporting. Keep outputs professional, merchant-friendly, and easy to validate before any external action. ## Workflow Use this sequence for complete requests: 1. collect store context 2. detect new or relevant orders 3. prepare invoice-ready billing data 4. update stock tables 5. summarize exceptions 6. export a monthly operations report ## 1. Collect store context Capture the operating brief before producing outputs. Minimum inputs: - store name - currency - tax regime or VAT note - invoice numbering rule if provided - order date range or event trigger - product SKU source - current stock source - desired report month If details are missing, keep assumptions explicit and conservative. ## 2. Detect new orders Use Shopify order exports, webhook payloads, user-provided CSV files, or manually reviewed order lists. Capture these fields whenever possible: - order_id - order_name - created_at - financial_status - fulfillment_status - customer_name - customer_email - billing country - shipping country - currency - line items - SKU - quantity - subtotal - tax - shipping - total price Classify orders into these simple buckets: - ready_for_invoice - paid_but_review_needed - pending_payment - cancelled_or_ignore Rules: - invoice only orders that are paid or explicitly approved - never invent tax data - flag missing customer billing fields before invoice generation ## 3. Prepare invoice-ready billing data Generate structured invoice rows rather than pretending to issue official accounting documents automatically. For each invoice-ready order, prepare: - invoice_number or placeholder - invoice_date - merchant legal name placeholder - customer billing name - customer billing address - tax identifier if available - line description - quantity - unit price - tax amount - total amount - payment status - source order reference Use `references/templates.md` for invoice field structure and merchant-facing language. If the user asks for a PDF, produce a professional invoice content block or a PDF-ready dataset unless a real PDF renderer is already available. ## 4. Update stock tables After processing valid orders, create a stock movement view. Recommended columns: - sku - product_title - variant_title - opening_stock - quantity_sold - quantity_refunded - net_change - closing_stock - low_stock_flag - reorder_note Rules: - subtract sold quantities from stock - add refunded quantities back only when explicitly confirmed - flag negative resulting stock as `needs_review` - flag low stock using the user threshold, otherwise default to 5 Use `scripts/stock_sync.py` to compute a flat stock reconciliation file from inventory and order exports. ## 5. Summarize exceptions Always produce a short exception section. Include: - orders missing billing data - unpaid orders excluded from invoicing - orders with missing SKU data - products with negative or low stock - tax or currency mismatches Keep this section concise and actionable. ## 6. Export monthly report When the user asks for a monthly summary, include: - total orders processed - paid orders - pending-payment orders - cancelled orders - invoice-ready orders - invoiced revenue - tax total - units sold - top SKUs by quantity - low-stock SKU count Use `scripts/monthly_ops_report.py` to aggregate order and stock data into a compact CSV summary. ## Output order For a complete request, produce outputs in this order: 1. operating assumptions 2. order status summary 3. invoice-ready table 4. stock reconciliation table 5. exceptions list 6. monthly report summary ## Ease-of-use standard Write for non-technical Shopify merchants. Prefer: - plain labels - compact tables or CSV-ready rows - obvious status names - clean summaries with next actions Avoid: - jargon-heavy accounting language unless requested - pretending an official invoice was sent when only a draft was prepared - risky automation claims without source data ## Compliance standard Operate in a review-first and accounting-aware way. Use this skill to support: - order review - invoice preparation - stock reconciliation - monthly reporting Do not claim legal or tax compliance beyond the data provided. Recommend accountant review when tax treatment is uncertain. ## Community edition note This free edition focuses on invoice-ready data prep, stock reconciliation, and simple monthly reporting. It intentionally excludes automated payment reminders, advanced PDF workflows, and richer finance automation. ## Resources Use bundled resources when useful: - `references/templates.md` for invoice and report templates - `scripts/invoice_export.py` to convert Shopify-style order JSON into invoice-ready CSV rows - `scripts/stock_sync.py` to reconcile stock from orders and inventory CSV files - `scripts/monthly_ops_report.py` to build a simple monthly operations summary